Implementation Specialist Support

GENERAL FUNCTION:

Fix excel membership files, Group Portal client setup and email transition letters. This includes a significant level of interaction with our external customers. Other responsibilities include routine and advanced administrative support as well as project/process management. This position is expected to be a team player who acts as a role model for other staff by demonstrating high-level performance, taking a leadership role and maintain the utmost professional demeanor and highest level of confidentiality and trust.

SUMMARY OF KEY ROLE(S) AND ESSENTIAL JOB FUNCTIONS:

Provide support to the Client Service Team to create client presentations, industry events/conferences, etc. This will include the coordination of client visits to our facility.

Responsible for routine correspondence, travel arrangements, maintaining calendars, organizing and scheduling meetings, coordinating special events and answering calls.

Uses independent knowledge and judgment to complete assignments consisting of numerous steps that vary in nature and sequence.

Research data and prepares response for requesting person/department.

Communicates data in a clear and concise manner to the requester and may recommend appropriate action to be taken.

Develops, generates, and updates reports (routine and non-routine) to assist management in making decisions (i.e. renewal status reports).

Completes and updates appropriate records and files.

Performs special projects as requested by management.

Ensures confidentiality of privileged information.

Personally respond to requests for information concerning office procedures.

Determine which requests to be handled by management, professional staff or other department.

Review outgoing materials and correspondence for internal consistency with approved procedures and ensure appropriate authorization is obtained.

Develop and maintain non-routine reports (i.e., reference).

Serves as a backup to other client assistants.

KEY RELATIONSHIPS:

Customers (brokers, accounts, consultants): Frequent interactions with outside clients/brokers/consultants as support liaison, planning, scheduling.

Client Service Management: Assists in performance management, administrative support, coordination, communication, event planning.

Executive Leadership Team: Frequent interaction with Client Leadership Team.

Outside vendors: May assist in the planning, scheduling, and communication with vendors.

Minimum requirement:

Bachelor’s degree

Physical Requirements of the Job: Works in an office environment.

Financial Accountabilities:

No direct cost center responsibility but needs to understand the correlation of sales office costs to company overall performance and be able to recommend appropriate strategies to management.

Decision Making Authority and Impact of Decisions:

Works closely with management in making recommendations for improvements, refinements or changes with regard to office equipment, procedures, and budget issues.

Human Resource Accountabilities:

No direct reports.

Notes:

Hybrid – In-office Tuesday, Wednesday, and Thursday

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.