VCS Admin Assistant

Job description

DESCRIPTION

We are seeking an exceptionally bright, motivated and team-oriented individual to support to our Virtual Community that is being growing each year, which is why we are now introducing this role to assist to the VCS Community from our Brazil Warehouse.

The ideal candidate will be a detail oriented, experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility. The candidate will possess the ability to complete high volume of tasks with minimal guidance or supervision. Key to the position is the ability to be organized, prioritize, and deliver on time. The admin will be process driven and detail oriented to ensure they conduct postmortems and remove waste in all processes.

Lastly, the admin will support the execution of fun activities by communicating, participating and supporting their logistic for our VCS population.

This position will have several key functions including:

1. Manage employee events, all hands meetings, off-sites, Amazon party and other repetitive tasks.
2. Coordinate the annual Engagement Calendar with the Operations POCs and Finance.
3. Manage logistic (Quote, order, purchase, receive, store, track and delivery) for all goodies and material to be sent and received to VCS leaders and associates.
4. Dealing with vendors and purchasing of any type of goodies and prizes as requested by leadership.
5. Ship all the engagement materials, gifts, prizes, etc.
6. Sending out and receiving employee related documentation (certificate letters, sick leaves, etc.).
7. Drive communication and engagement activities for CS Virtual Community using pulse and other communication methods.
8. Be involved in other core administrative activities (Coordinating Internal Events and budgets, organizational charts, supply ordering).
9. Resolve facility issues as needed. Communicate and document facility needs.
10. Maintain various daily/weekly/monthly reports.
11. Document writing, editing, and readiness. Create, own and drive VCS newsletter.
12. Management of complex calendar and scheduling requirements.
13. Responsible of creating and/or updating documentation and SOPs (Standard Operations Process).

Desired profile

BASIC QUALIFICATIONS

· 2 years of experience as an Admin Assistant
· Strong English communication and written communication skills.
Proficient with MS Office Suite- specifically, Outlook, Excel, Word and PowerPoint
· Administrative experience such as data entry, managing data driven reporting, or ownership of detailed processes.
· Experience balancing budgets: budget available, used and spent.
· Ability to maintain strict confidentiality regarding employee issues.
· Outstanding interpersonal skills: must display patience, approach-ability and helpfulness at all times.
· Ability to handle multiple projects and deadlines.
· Detail oriented and excellent organizational skills
· Stakeholder Management
· Ability to multi-task and manage details of different processes efficiently in a fast paced environment
· Strong organizational skills
· Ability to work independently. Learn and be curious when you do not have the answer.
· Exercise good judgment in keeping team members adequately informed and look around corners for any new and inventive way to support the VCS operation.