Administrative Assistant to EA at Vaco, LLC
Irvine, CA 92618
About the Job
Job Title: Administrative Assistant
Location: Irvine, CA
Job Description:
Vaco's client is seeking a highly organized and detail-oriented individual to join their team as an Administrative Assistant. The ideal candidate will possess strong Excel skills and a keen attention to detail, particularly for creating, auditing, and submitting expense reports. We are looking for a self-starter who can proactively problem solve and ensure efficient office operations.
Key Responsibilities:
Utilize computer proficiency in various software programs to type reports, business letters, memorandums, presentations, and other correspondence accurately and in a timely manner. This may include composing and transcribing correspondence as needed.
Assist in the preparation and processing of vendor contracts, check requests, expense reports, and invoices when required.
Organize and maintain a central filing system as well as working files for administrative matters and chronological correspondence.
Make photocopies and file documents as requested.
Assist with the coordination and setup of meetings and luncheons.
Inventory, order, and stock all office supplies. Reconcile invoices and allocate charges to the appropriate community.
Arrange for the service and maintenance of all office equipment.
Inventory and order all stationery items and business cards.
Serve as a liaison between the Office Equipment Vendor(s) for all office equipment needs (e.g., copier, fax, post-it notes, etc.).
Perform all other duties as assigned.
Requirements:
- High school diploma or equivalent required; associate's degree preferred.
- Proficiency in Microsoft Office Suite, particularly Excel.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to work independently and prioritize tasks effectively.
- Excellent communication and interpersonal skills.
- Previous administrative experience preferred.
If you are a motivated individual with the required skills and experience, we encourage you to apply for this exciting opportunity.
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.