Administrative Assistant

GENERAL FUNCTION
The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.

CONFERENCE CENTER SUPPORT
Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
Prepares coffee and set out snacks as needed

OFFICE & FOOD SUPPLY MANAGEMENT
Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)

OFFICE SUPPORT SERVICES
Assist with special projects as needed e.g. employee desk moves
Create and maintain office phone list and desk assignments
Track "Customer" personnel moves
Preparing business correspondence, agendas, and presentations, using Microsoft Office
Scheduling, coordinating and catering ordering for meetings, events and other similar activities

GENERAL / COMMUNICATION
Identify, evaluate, research, and recommend solutions to office services related issues
Coordinating between departments and operating units in resolving day-to-day administrative issues
Assisting with administrative management, directory maintenance, logistics, equipment and storage
Actively participate in Emergency Fire Warden Safety program for campus locations

Years of Experience: 5 years

SKILLS THE CANDIDATES MUST HAVE
Specific Skills Needed: below is a brief description
Event planning, reservation management, and on-site support
Coffee, Nespresso, water equipment and plant maintenance and oversight
Food service operations
Office and kitchen supply inventory management
Special projects (executive visits, desk equipment relocations, space adjustments, EA task ownership)

Administrative services, including, but not limited to:
Conference room administration
Team-specific supply orders
Shipping and printing requests
Business card and gift card orders
Locker assignments

Notes:
Onsite - 100% of the 5 days
Work hours: 40 hours a week

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