VIVA USA Inc Administrative Assistant in Ames, Iowa
Req Ref No: JNIAAA21 Location: Ames, IA Duration: 36.5 months Description Description: Performs a full range of administrative support duties, typically in support of a middle-to upper-level manager. Facilitates work flow through a manager's office. Develops reports; may perform a variety of duties commensurate with this level, e.g., respond to problems similar to a Customer Service Representative, coordinate events/functions, process documents, input data and orders, department purchases; and may receive project work consistent with the skills and skill level found in the job's other work. Duties: Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution. Maintains and updates established web sites with the assistance of basic web publishing software applications. May maintain databases, systems applications or files to ensure accurate and current information is available for use by others. Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Gathers and summarizes data from various sources in order to complete reports and special projects. Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination. Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department. Researches, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate. Gathers or creates and maintains records or data and distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures. 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. Creates and maintains sensitive department records; uses data to prepare letters and memoranda for supervisor's signature. Specific Position Requirements Experience with Microsoft Office suite of products Previous administrative experience Degree preferred, but not required 40 hours/week This will be 100% on-site 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.