Executive Assistant

Viva, a leading player in the Staffing and Recruiting industry, is seeking a highly organized and proactive Executive Assistant to support our executive team. In this dynamic role, you will be the backbone of our operations, ensuring smooth communication and coordination across various departments. As an Executive Assistant at Viva, you will manage a variety of administrative tasks that are vital to our success. You will assist with scheduling and preparing for meetings, coordinating travel arrangements, and maintaining a robust filing system. This position requires exceptional multitasking skills and the ability to prioritize effectively in a fast-paced environment. Your contribution will be integral to streamlining processes and enhancing productivity within the team. We are looking for someone who is not only detail-oriented but also possesses excellent interpersonal skills, as you will be the point of contact for internal and external stakeholders. If you thrive in a collaborative environment and have a passion for supporting high-level executives in achieving their goals, then this is the role for you. Join us at Viva and play a crucial role in driving our mission to connect talent with opportunity.

Responsibilities

• Manage the executive's schedule, including coordinating meetings and appointments.
• Prepare and organize documents and presentations for meetings and workshops.
• Handle communications on behalf of the executive, including emails and phone calls.
• Plan and coordinate travel arrangements, itineraries, and accommodations.
• Maintain accurate records and files to ensure that information is readily accessible.
• Assist in project management by tracking deadlines and deliverables for various initiatives.
• Conduct research and compile reports to aid in decision-making processes.

• Proven experience as an executive assistant or in other administrative roles.
• Excellent organizational skills and the ability to multitask effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other office management software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive approach to problem-solving with strong decision-making capabilities.
• Strong attention to detail and a commitment to producing high-quality work.