Executive Assistant/Office Administrator - Hybrid

Title: Executive Assistant/Office Administrator - Hybrid

Mandatory skills:

administrative,
Microsoft Outlook, Word, PowerPoint, Excel, Zoom,
Adobe Acrobat,
central administration,
customer service,
word processing applications, spreadsheets, databases,
backup support, Supply inventory management, expense reporting

Description:

Responsibilities:

Overview:
The Office of National Laboratories (ONL) collaborates with the client leaders, deans, and faculty to shape the client s strategic scientific and technological direction and supports its implementation through and across the client Center for Entrepreneurship and Innovation, the client and its centers. The unifying thread of programming focuses on enabling partnerships, collaboration, and working across divisions and institutions to translate scholarly pursuits, scientific discoveries, and technological developments into impact.

Position Summary:
The Executive Assistant/Office Administrator will use sound judgment and discretion in providing direct administrative support for the Associate Vice President of Finance and support the Vice President for National Laboratories and other senior leaders as needed. Responsibilities include calendar management, exercising considerable discretion and judgment as to priorities when scheduling; scheduling and coordinating meetings, conferences, and special events; and coordinating travel arrangements as needed. As the Office Administrator, this individual will serve as the face of the ONL - greeting guests, triaging emails and telephone calls to respond to routine and complex inquiries, managing supply inventory, and executing expense reports. The EA/Office Administrator will also assume responsibility for a variety of special projects as assigned.

Essential Functions:
70% Manage calendar for the Associate Vice President of Finance and other executive leaders as required, which involves exercising considerable discretion and judgment as to priorities and effective use of their time. Provide general administrative support for the ONL, helping out wherever needed. Assist with travel requests when needed. Assist in keeping all four executives on schedule and prepared for meetings and events throughout the day. Prepare confidential correspondence.
15% Manage a variety of special projects and events as assigned.
10% Provide backup support for the Executive Assistant to the Vice President and indirect support as necessary for other key staff within the ONL.
5% Supply inventory management, expense reporting, and minimal deliveries on campus.

Job Qualifications:
Bachelor s degree plus a minimum of two years progressively responsible administrative experience or a minimum of five years of progressively responsible administrative experience required.
Significant experience working with Zoom as well as Microsoft Outlook, Word, PowerPoint, and Excel required; familiarity with Adobe Acrobat preferred.
Familiarity with central administration within a complex academic environment preferred.

Competencies:
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion and tact.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Proficiency with word processing applications and spreadsheets and databases.

Working Conditions and Physical Requirements:
Minimal physical effort is required. Typical tasks will require keyboarding; bending; stooping to reach files; light lifting; sitting; standing.
Consistent with its obligations under the law, the client will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
Some evening or weekend work may be required on occasion.

Notes:
Hybrid
Start Time: 8:00 with flexibility
End Time: 5:00 with flexibility.

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