Executive Administrative Assistant at Virtual Company
New York, NY 10036
About the Job
Location: New York NY
Duration: 06 Month
Job Description:
- Calendaring and Assisting with creating meetings, moving meetings, sending invites for events, and other adjustments in his schedule
- Working with other assistants to find times that work for all higher level leaders
- Managing conflicts that may arise on the calendar
- Event/Meeting Planning
- Assist with planning events, group meetings, offsites, etc.
- Working with senior leadership to plan details of meetings and outings including all travel arrangements, transportation options, food plans, presentation ideas, timeline/schedule, etc.
- Creating calendar invites, managing attendance for the events, organizing catering orders, setting up the conference rooms with audio, catering, and visual as needed
- Arranging welcome lunches, welcome breakfasts, and other lunch or breakfast meetings
- Expenses o Track and manage all expenses from the corporate credit card
- Create expense reports, managing receipts from leadership travel, submitting reports weekly/monthly (as needed) for non-corporate card charges
- Keep track of all fees related to corporate card
- Special projects include assisting with document review and edits, applying signatures to documents other teams provide, power point editing and formatting, etc.
- Assist when possible, during urgent technical issues that may arise, including issues with calendars, or accessing applications. This includes also getting in touch with it
- Calendar Management
- Check calendar daily for conflicts
- Expenses via OKTA /Concur
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.