Administrative Associate at Virtual Company
Louisville, KY 40207
About the Job
Vaco has partnered with a company looking for an admin associate to join their team!
The Administrative Associate supports the efficient operation of the office or department by performing a variety of administrative tasks. This role involves managing schedules, maintaining records, coordinating communications, and assisting with daily operational needs. The ideal candidate is organized, detail-oriented, and adept at multitasking in a fast-paced environment.
Key Responsibilities:
Administrative Support
- Assist with day-to-day administrative tasks such as filing, data entry, and document preparation.
- Schedule and coordinate meetings, appointments, and events, ensuring all necessary materials are prepared in advance.
- Manage incoming and outgoing correspondence, including emails, calls, and mail.
Office Coordination
- Maintain office supplies inventory and place orders as needed.
- Organize and maintain digital and physical filing systems for easy access and retrieval.
- Assist in onboarding new employees by preparing necessary materials and coordinating with relevant departments.
Communication and Collaboration
- Serve as a point of contact for internal and external stakeholders, providing prompt and professional assistance.
- Facilitate effective communication within the team and with other departments.
- Draft, edit, and distribute internal communications such as memos, reports, and presentations.
Operational Support
- Support special projects and initiatives as assigned by management.
- Monitor and ensure adherence to office policies and procedures.
- Provide administrative support during meetings, including taking minutes and following up on action items.
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.