Executive Assistant

The position reports to the DVP, US Commercial Operations and supports that role as well as the General Manager, US and Director of Business Excellence.

WHAT YOU'LL DO
Provide administrative support for the DVP, General Manager, and Director, Business Excellence. This includes meeting set-ups, document preparation and presentation preparation, expense reporting, and travel coordination.
Prepare and assemble communications for the commercial leadership teams and external agencies to include notices, agendas, and other materials.
Assist with the administration of compliance matters.
Administer the review, approval, coding, purchase order creation and payment of invoices and the ability to follow up and resolve problems related to invoices.
Maintain organization charts, US commercial fleet assignments and reporting, and similar assignments.
Prepare presentations integrating Excel, Word, PowerPoint and Visio files and content in order to create executive level presentations and reports.
Calendar management requiring interaction with both internal and external executives and assistants.
Coordinate a variety of internal and external meetings, conference calls, and web meetings across multiple time zones.
Coordinate complex domestic and international travel plans, including expense reporting and reimbursement.
Perform general administrative tasks (filing, scanning and data entry).
Maintain legal documents and records as necessary.
Organize and maintain digital filing in MS Teams and Sharepoint.
Complete other projects as assigned.

EDUCATION AND EXPERIENCE YOU'LL BRING
5+ years of previous executive administrative support experience for senior leadership is required.
Associate's degree required; bachelor's degree strongly preferred or equivalent combination of education and experience.
Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook) is required.
Ability to maintain a professional demeanor in all client interactions, and the ability to manage confidential information with discretion.
Excellent interpersonal, written and oral communication skills.
Highly organized office administration skills, with strong attention to detail.
Ability to proactively manage projects and willingness to pitch in as needed.
Ability to work independently with attention to client's goals and interests.
Advanced proficiency in formatting, proofreading, and editing correspondence and other documents.
Ability to learn new software applications with ease.
Creative problem-solving and decision-making skills. Flexible and adapts to change.
Ability to prioritize and manage workload and meet deadlines in a changing and fast-paced environment.

Notes:
8:30am - 4:30pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status