Executive Administrative Assistant - Onsite

Title: Executive Administrative Assistant - Onsite










Description:



The client is seeking an Administrative Assistant to be based out of our client office.

This role will partner with our Executive Administrative Assistant to support our client leadership team as well as manage the day to day activities of our client customer team office. Responsibilities include coordinating calendars for our VPs, organizing critical customer meetings and events, arranging travel, reconciling expenses, and ensuring the facility/office is set up to run smoothly.

Key Responsibilities will include:
Managing the VP s calendar as well as scheduling meetings and conference calls (includes staff meetings and meetings with senior management within the Client system as well as external stakeholders and consultants)
Coordinating travel arrangements, meetings and external events.
Preparing and handling highly confidential and proprietary information.
Preparing and reconciling the VP s T&E reports in Concur and P-card as appropriate.
Maintaining content, accuracy and visual organization of files (or informational databases).
Interfacing appropriately with many internal and external clients and senior executives.
Answering general phone inquiries in a professional, courteous and helpful manner and appropriately handling vendor calls and emails.
Serving as a resource person by contacting or responding to inquiries.
Greeting visitors to the office in a professional, welcoming and helpful manner.
Assist in the efficient operation of the office by liaising with other departments, resolving issues, and ensuring new staff have necessary supplies and equipment.
Organizing, maintaining and procuring office supplies.
Conduct daily inspections of the site and restock office, pantry, and restroom supplies.
Support with onsite events including catering, breakfast, and lunch items for meetings hosted by supported VP s.
Support with onsite office IT issues (Teams, Zoom, cabling, laptops, monitors, printer/copier support).
Support with work order requests and handle all mail-related items (USPO, UPS, FedEx).
Act as a liaison for all contractors and vendors, overseeing vendor management.

Qualifications / Requirements:
A minimum of 5 years of executive administrative experience supporting C-suite and/or senior level executives.
Proven track record of managing multiple and competing priorities.
Must be highly organized, pay close attention to details and proactively follow-up.
Ability to anticipate needs and issues and act accordingly in addition to exhibiting good judgment.
Ability to manage workload in a fast-paced and high intensity work environment.
Must be able to flex schedule to meet work demands (ex. early mornings, after hours).
Must be proficient in Microsoft Office suite (Outlook, Word, Excel)
Must have advanced PowerPoint skills and be able to independently create high-quality presentations that include charts, graphs, other visuals, etc.
Must have strong communication, interpersonal, time management, and problem-solving skills.
Ability to make clear and timely decisions.
Ability to develop a work schedule, set goals, create/implement actions plans and monitor progress.
Must display professional maturity and ability to support and interact with all levels of management.
Proficiency with business technology (e.g. web conferencing, SAP, portals, etc.
Proficiency in the use of office equipment such as computer, voice messaging and digital multi-functional devices (fax/copier/scanner/printer).

Mandatory skills:


executive administrative,
Microsoft Office suite, Outlook, Word, Excel, PowerPoint,
charts, graphs, visuals,
business technology, web conferencing, SAP, portals,
computer, voice messaging, digital multi-functional devices, fax, copier, scanner, printer,
customer meetings, events, arranging travel, reconciling expenses, scheduling meetings, conference calls, Coordinating travel arrangements, external event,
IT issues, Teams, Zoom, cabling, laptops, monitors, copier support, USPO, UPS, FedEx

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