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Administrative Assistant to the CFO & CAO - Milwaukee, WI
Job Code:2021-FIN-003
FT/PT Status:Finance Department
Location:Milwaukee Office (WI)

Explore our careers page to learn more about the benefits we offer!

Check out our Youtube channel to learn more about Vivent Health!

Videos to explore!

1) The Basics - HIV Prevention and Testing -
2) How is HIV Transmitted? -
3) HIV: Fight Back with HIV Treatment -
4) HIV: Let’s Reset What We Know -
5) HIV: The Goal of Undetectable -

Position Purpose

The Administrative Assistant handles all secretarial, administrative and related duties for the Vice President & Chief Financial Officer and the Vice President & Chief Advocacy Officer to assure effective and efficient operations of the office and the successful, high level performance of the two Vice Presidents.

Scope of Responsibilities

Vivent Health is one of the nation’s largest providers of HIV prevention, care and treatment services with a budget approaching $130 million and employing over 400 professionals.

The unique, nationally recognized Vivent Health HIV Medical Home model of care assures that everyone with HIV has access to medical, dental, mental health and social services and provides the best opportunity for patients to achieve high quality health outcomes. Vivent Health also provides aggressive HIV prevention services to gay men, injection drug users and others at the highest risk for HIV infection. 

Vivent Health currently operates in multiple states nationwide. It embraces a Market Culture to increase access to care, enhance quality outcomes and achieve and surpass financial performance expectations and has an aggressive plan to expand into additional states.

Position Responsibilities 

  • Coordinate the Vice Presidents' schedules determining which events require their presence, schedule commitments to maximize their productivity and efficiency, and assure appropriate time scheduled to complete work tasks.
  • Manage incoming telephone communication including taking messages, arranging callbacks, providing backup materials for callbacks, and prioritizing and triaging calls to the Vice Presidents or transfer of inquiries to other Vivent Health leaders. 
  • Facilitate high quality communications, both verbal and written, between Administration and internal or external contacts. Act as a liaison between the Vice Presidents and Vivent Health staff.
  • Establish and maintain a comprehensive retention and filing system specific to job-related functions (both hard copy and electronic) for the storage and retrieval of information.
  • Assist in preparing presentations including updating and coordinating Power Point materials and generating, downloading, and updating various spreadsheets and databases.
  • Organize meetings, prepare meeting materials and agendas, reserve conference rooms and coordinate the use of audio/visual equipment, catering and room set up as needed.
  • Assist in project management to assure that established deadlines are adhered to by updating and following-up on delegated tasks to ensure projects are completed on time.
  • Arrange travel arrangements, hotel accommodations and itineraries.
  • Prepare and complete expense reports, check requests and invoices.
  • Manage incoming and outgoing mail. Draft letters, memos and other written correspondence as needed. 
  • Provide follow up and follow through on the Vice Presidents’ actions to advance the efficiency and effectiveness of the office.
  • Assist the Vice Presidents on interactions with the Vivent Health Finance Committee and Vivent Health Development & Public Affairs Committee including developing and maintaining Committee records.
  • Assist other Finance, IT, Facilities and Marketing & Public Affairs staff as assigned by the CFO and CAO.
  • Assist Vivent Health's IT department with travel coordination and AP process.
  • Coordinate facilities activities through Smartsheets. Assist facilities with invoice processing, vendor lists, recurring maintenance items, and special projects.
  • Any and all other duties as assigned by the Chief Financial Officer and Chief Advocacy Officer.

Required Qualifications

  • Minimum of 5-7 years professional administrative experience supporting C-level executives in fast paced, ever-evolving environment
  • Self-starter with heightened sense of urgency with results-driven track record
  • Possess outstanding organizational and communication skills
  • Ability and willingness to handle multiple tasks concurrently
  • Possess a high degree of integrity, ethics, judgment and values so as to handle confidential, discreet and sensitive information 
  • Enthusiastic and proven interpersonal skills
  • Excellent writing, proofreading, and data management skills
  • Ability to independently manage a wide variety of activities and projects to successful outcomes
  • Must be a positive team player, willing and able to assist others
  • Willingness to work off hours as needed to handle special situations, emergencies, or unplanned travel
  • Valid State Driver’s License     
  • Has an Insurable Driving Record         
  • Access to a reliable insured vehicle     
  • Knowledge of and sensitivity to the HIV/AIDS patient population, and/or an eagerness to learn about this community.
  • Extensive knowledge of HIV disease and related issues, disease progression, and treatment options.
  • An Influenza vaccine is required of all new employees at the time of employment, and is required thereafter on an annual basis.
  • A tuberculin/TB skin test is required of all new employees at the time of employment, and may be required thereafter on an annual basis, depending on position.
Preferred Qualifications
  • Bachelor's Degree, preferred
  • Previous project management experience

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions*

**Equal Employment Opportunity/Affirmative Action Employer* *

Vivent Health is an equal opportunity employer and will recruit, hire, promote and transfer qualified persons into all job classifications regardless of race, gender, religion, skin color, national origin or ancestry, physical disability (including pregnancy) or mental disability, age, gender identity, sexual orientation, legally protected medical condition, family care status, marital status, veteran status, genetic characteristics or any other characteristic protected by federal or state law. Vivent Health complies with other expanded protected classifications that may be mandated by specific county or municipal regulations. As a recipient of federal funding, Vivent Health will not hire nor enter into a contractual relationship with any party that is debarred, suspended, or excluded from federal assistance programs.

*Public Student Loan Forgiveness*

Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for – nor forgive – federal student loans; however our status as a not-for-profit organization under Section 501 (c) (3), makes us an eligible employer. There may be other determining factors for one to qualify.

Please follow this URL to review one such program and their requirements: