Administrative Assistant - Onsite

Title: Administrative Assistant - Onsite

Mandatory skills:

Microsoft Office, Excel, PowerPoint, spreadsheets,
Accounting, Supply Management,
administrative support,
accounts payable, invoice reconciliation, payment,
office supplies, intranet web sites,
database, systems applications, files,
web sites, web publishing software applications,
system definition, procedures definition, administer payroll,
purchase order, expense reports, financial reports, logging data,
schedule, meetings, events, calendar, travel arrangements

Description:

Performs a full range of administrative support duties of a confidential and challenging nature, typically in support of a unit or the head of a major function. Facilitates work flow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers. May perform a variety of duties commensurate with this level, e.g., develop and maintain intranet web sites, assist with administration and negotiation of car programs, submit financial reports, assist with system and procedures definition, administer payroll; and may receive project work consistent with the skills and skill level found in the job's other work.

Duties:
Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Researches, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate. Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers. Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures. Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others. May develop and maintain more complex web sites with the assistance of basic web-publishing software applications. Receives and refers vi

Qualifications & Experience:
An associate s degree is beneficial, but we prioritize candidates with strong experience and skillsets.
At least 2 years of administrative experience, preferably within client administration.

Key Aviation Responsibilities:
Performs administrative duties in support of the department.
Experience with accounts payable systems and processes and invoice reconciliation.
Handle the Accounts Payable for the Aviation Department to include creation of purchase orders, invoice reconciliation and processing, and maintaining associated spreadsheets.
Work with Accounting and Supply Management to set up suppliers and update their information to ensure timely payment of invoices.
Complete expense reports for the department and aircraft credit cards, complete check requests, and submit airport flow fee payments.
Maintain other spreadsheets used for logging data.
Order coffee supplies, office supplies & promotional items.
Schedules department meetings and events and coordinate meeting amenities (i.e. food, refreshments, etc.).
May assist with travel arrangements for department.
Maintain sensitive and confidential information
Attention to detail and communications
Proficiency in Microsoft Office

Top skills:
Strong abilities in Microsoft Office tools, particularly Excel and PowerPoint.
Experience in managing accounts payable systems and executing invoice reconciliation accurately.
Capability to maintain sensitive and confidential information securely.

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