Administrative Assistant at Vaco, LLC
La Jolla, CA 92037
About the Job
Based out of the San Diego office, we are looking for a dynamic and self-motivated candidate to provide high-level support to the CEO and President in all areas of the day-to-day operations and communications.
Responsibilities
- Assist the CEO and President with personal and business matters as needed.
- Provide oversight of supply delivery, reservations, running local business and personal errands and anything else that might come up.
- Meeting planning and preparation, scheduling, travel management, project management.
- Anticipate the CEOs needs by understanding priorities; ensuring commitments and deadlines are met via schedule management and timely manners.
- Maintain a professional office environment, provide leadership, and positive direction.
- Perform business and personal research projects as needed.
- Manage special projects as needed including travel arrangements.
- Handle and process confidential financial, personal, and corporate material.
- Set up new employees (payroll, computers, benefits, etc.)
- Manage mail, vendors, etc.
- Manage and coordinate with IT vendors.
- Perform computer data entry functions as necessary.
Qualifications
- Utmost professionalism and discernment, with a pleasant and professional attitude and demeanor
- Excellent project management skills and ability to prioritize multiple requests.
- Excellent verbal and written communication skills
- Strong negotiation & research skills to set up attractive vendor relationships.
- Ability to interact with team members at different levels.
- Highly organized and balance multiple priorities
- Strong attention to detail
- Highly adaptable and independent
- Ability to thrive in a rapidly growing, fast-paced environment.
- Proficient in Microsoft Office
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.