Administrative Assistant

Qualifications:
Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team; comfort working within a certain level of ambiguity.
Proactive communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
Demonstrated ability to work in a fast-paced environment with firm deadlines.
Familiarity with organizing and managing events.
Consistent in-person availability.
Demonstrated skill and knowledge of or ability to quickly learn the internal workings of the client.
Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel
Previous experience with Asana, Slack, Google Suite, and a general willingness to utilize new tech solutions.
Curiosity and experience using AI to improve daily processes (preferred)
Prior experience with coding languages (for example, R or Claude Code) (preferred)

Responsibilities:
Provides in-person administrative support to an organization unit requiring broad experience, skills and knowledge of organization policies and practices. Performs office management and general administrative functions for assigned manager/area. Serves as first point of contact to department, providing professional assistance with the appropriate sense of urgency. Performs a variety of administrative duties. Supports one or more members of management and/or staff in a business or functional unit. Work generally requires knowledge of company and/or business/functional practices, policies, programs and/or product line. Resolves routine and non-routine inquiries. Administrative responsibilities include facilities management, catering orders, event set up, calendaring, document preparation and management, correspondence, travel arrangements, and meeting/travel coordination. Maintains confidentiality.

Notes:
8:30am 5pm. Week of July 20 24, overtime likely required

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.