Executive Assistant at Virtual Company
Indianapolis, IN 46202
About the Job
JOB OVERVIEW:
The Executive Assistant will work within an office environment to support non-profit organization and the organization’s CEO. The Executive Assistant will be responsible for administrative duties such as ordering supplies, organizing team outings, and scheduling and maintaining calendars for meetings, travel, and activities for the President and CEO. The ideal individual will be able to apply good judgment in various situations, with strong written and verbal communication and organizational skills.
JOB RESPONSIBILITIES:
- Preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.
- Implementing and improving administrative processes for more efficient workflow and managing, organizing, and maintaining documents in paper or electronic filing systems.
- Draft and proofread CEO correspondence
- Manage and coordinate CEO’s schedule, travel, meetings, etc. Anticipate problems and use strong judgment and problem-solving skills to eliminate them.
- Prepare credit card reconciliation and expense reimbursements promptly.
- Arrange Executive Committee and Board meetings, including preparation of materials and minutes for meetings as necessary.
- Coordinate meal service for meetings.
- Coordinate communications with the Board of Directors, i.e., distribution of meeting notices, materials, minutes, update emails, etc.
- Manage the preparation and logistics for staff retreats, staff meetings, dashboard management, strategic planning, quarterly planning, and performance management.
- Assist program directors with various project management, logistical, and administrative tasks related to programs and events.
MINIMUM QUALIFICATIONS
- 4+ years of office management and/or executive assistant experience required.
- Excellent planning, organizational, time management, and record-keeping skills with attention to and memory for details.
- Excellent oral and written communication skills, including grammar, punctuation, and spelling.
- Ability to use independent judgment and good discretion/decision-making skills.
- Proven ability to handle confidential information with discretion.
- Skilled in using computers, adapting to new technology, keeping abreast of changes, learning new programs quickly, and using computers to improve productivity.
- Extensive experience with MS Office suite.
- A detail-oriented self-starter who can be given a need or objective, break it down into executable pieces, identify questions that need to be asked, gather priorities and requirements, set and manage milestones, and then execute effectively.
- Excellent project management skills.
This opportunity offers excellent employee benefits including
- 100% company-paid health insurance for employee and famil
- Health Savings Account with employer contribution
- PTO and Holiday Pay
- Retirement Benefits
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.