Administrative Assistant (Admin Assistant)

Viking Group Inc. • San Antonio, TX • 3h ago

Viking Group Inc., a leader in fire protection and life safety systems, is seeking a dedicated and highly organized professional to support our executive team. This role is vital for ensuring smooth and efficient operations within our company. The successful candidate will be responsible for a wide range of administrative tasks and must possess exceptional communication, organizational, and multitasking skills.

Key Responsibilities:

Administrative Support: Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.

Communication:Serve as a liaison between executives and internal/external stakeholders. Draft, review, and distribute various @types of correspondence, including emails, memos, and reports.

Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions. Take minutes during meetings and ensure timely distribution and tracking of follow-up items.

Office Management: Maintain office supplies, equipment, and records. Ensure the office environment is organized and efficient.

Project Assistance: Assist in the planning and execution of special projects or events as needed. This may include research, data compilation, and reporting.

Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.

Documentation: Organize and maintain files, records, and documentation in both electronic and physical formats.

Travel Arrangements: Coordinate detailed travel itineraries, accommodations, and logistics for executives and other team members as necessary.

Expense Management: Process invoices and manage expense reports in a timely and accurate manner.

Problem Solving: Anticipate needs and proactively address potential issues, ensuring minimal disruption to executives' schedules and priorities.

Team Collaboration: Work collaboratively with other administrative professionals to support company-wide initiatives and improve administrative processes.

Qualifications:

Proven experience as an Executive Secretary, Executive Administrative Assistant, or similar role.

Exceptional organizational and time-management skills.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Strong written and verbal communication skills.

Ability to maintain confidentiality and handle sensitive information with discretion.

Excellent interpersonal skills and ability to interact with all levels of the organization.

Demonstrated ability to prioritize and manage multiple tasks effectively.

Experience with office management systems and procedures.

Ability to work independently and as part of a team.

Bachelors degree or relevant certification is preferred but not required.

Work Environment:

This role is typically performed in an office environment and may occasionally require extended hours to meet deadlines. The position demands a high level of professionalism and the ability to adapt in a fast-paced, ever-changing environment.

Employee Benefits:

Viking Group Inc. offers a comprehensive benefits package, including health insurance, retirement plans, and opportunities for professional development and growth. We are committed to fostering an inclusive and diverse workplace culture.

Why Join Viking Group Inc.?

At Viking Group Inc., you will be part of a dynamic team committed to excellence and innovation in the fire protection and life safety industry. We value our employees and strive to provide a supportive and challenging environment that encourages growth and development.

This job description is intended to provide a general overview of the position and does not encompass all responsibilities or tasks that may be required.

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