Execcutive Administrator at Virtual Company
Louisville, KY 40207
About the Job
Key Responsibilities
Administrative Support:
- Manage and maintain executives' calendars, including scheduling meetings, appointments, and travel arrangements.
- Screen and prioritize incoming communications (emails, calls, and mail) and respond on behalf of the executive as appropriate.
- Prepare and edit correspondence, reports, presentations, and other documents.
Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Arrange logistics for events, conferences, and team gatherings.
Travel and Expense Management:
- Arrange and manage complex travel itineraries, accommodations, and transportation.
- Process expense reports and ensure timely reimbursement according to company policy.
Project Management:
- Assist in planning and executing special projects, ensuring timelines and deliverables are met.
- Conduct research and compile data to support decision-making and strategy development.
Office Management:
- Maintain and organize executive office files, records, and databases.
- Liaise with internal teams and external partners to facilitate smooth communication and operations.
Qualifications
Education and Experience:
- Bachelor’s degree in Business Administration or a related field preferred.
- 5+ years of experience as an executive assistant or in a similar administrative role.
Skills and Competencies:
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Teams).
- Discretion and professionalism in handling sensitive information.
- Ability to work independently and adapt to changing priorities.
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.