Executive Assistant - 1st shift - Onsite - Viva USA, Inc.

Title: Executive Assistant

Description:

Sr. Admin Assistant

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 visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages.

May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.

May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor's signature, and prepares documents for distribution.

Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalf.

Specific Position Requirements

We are seeking an experienced Senior Administrative Assistant (Executive Assistant) to fill a temporary role.

Competencies

Communicates effectively

Manages complexity

Ensures Accountability

Drive results

Tech savy

Customer focus

Skills, Abilities, Knowledge

Verbal Communication (100% of the time)

Computer Skills (10% of the time)

a. need a good handle on basic computer programs - outlook, Microsoft, internal client systems etc. SAP, power of BI not necessary but doesn’t hurt

Planning and Organizing (30% of the time)

a. largest portion of the role

Policy and Procedures (5% of the time)

Assessment (5% of the time)

Build customer loyalty (0% of the time)

Call Handling (10% of the time)

Numerical Skills (0% of the time)

Office systems (20% of the time)

Strengthen Customer Connections (0% of the time)

Top 5 Responsibilities

Managing calendars/ schedules to ensure factory leadership can run the factory at top efficiency.

Planning and organizing - meetings, workshops, factory events, proactive scheduling, connecting correct parties, etc.

Communication - via calendar holds, note taking, assisting in needs, factory comms .

Client Knowledge - people approach the admin for countless reasons and you need to be up to date on what is happening within the enterprise to be able to assist

Computer Skills and office systems

Skills in a Successful Candidate

Understanding of the client processes/applications

Organized and forward thinker to anticipate needs before they become a problem and pivot plans as needed

Proficiency in outlook/Microsoft

Personable - need to work with all departments and teams across the factory and beyond

Effective communicator both written and verbal

Quick learner/background in mfg. if possible but not necessary

Note :

1st shift - 40 hours/onsite full time