Administrative Executive Assistant - 1st Shift (7:00 am to 3:00 pm) - Onsite

Title: Administrative Executive Assistant - 1st Shift (7:00 am to 3:00 pm) - Onsite

Mandatory skills:

Microsoft Word, Excel, PowerPoint, spreadsheets,
administrative support,
operational, engineering,
manufacturing, assembly, machine shop,
creating, analyzing data, business acumen, gathering data, creating charts,
general office duties, ordering supplies, records management systems, bookkeeping,
Prepare invoices, reports, memos, letters, financial statements, documents,
File, retrieve corporate documents, records, reports, incoming memos, submissions

Description:

Summary:
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities:
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare invoices, reports, memos, letters, financial statements, and other documents.
File and retrieve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare agendas and make arrangements for committee, board and other meetings.

Skills:
Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Ability to work independently and manage one s time.
Ability to keep information organized and confidential.
Basic mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:
High school diploma or GED required.
5-7 years experience required.
Experience working with executives highly preferred.

To provide high-level administrative support to the Operations and Engineering organizations.
Exposure to operational and engineering leadership.
Exposure to manufacturing (assembly and machine shop).

Skill development:
Communication (verbal and written), creating and analyzing data (excel, power point), business acumen.

Typical task breakdown:
Support/organize leaders calendars.
Own facility metrics boards (includes gathering data, creating charts, and communicating with metric owners).
Gather data from different groups and update spreadsheets.
Support all employee meetings and roundtables (calendar invites, organize presentation, take notes/action items).

Interaction with team:
Position reports to Director of Operations, but will also directly support Operations Factory Managers, Facilities Engineering, and Manufacturing Engineering.

Education & Experience Required:
Years of experience: 5-7 years experience with a high school diploma or 2-4 years with a Bachelor s degree

Top 3 Skills:
Communication (both verbal and writing)
Organization
Proficient in Microsoft applications (Excel, PowerPoint, etc)

Desired:
Manufacturing experience

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008