Executive Assistant at Vaco, LLC
Richmond, VA 23233
About the Job
Responsibilities
- Screen and direct various communications, including answering and directing incoming calls, setting up conference calls, distributing faxes, sorting mail, etc.
- Proactively manage corporate and personal calendar, meeting, and travel management.
- Ensure conference rooms and other needed resources are coordinated and reflected in Outlook calendar.
- Proactively identify and effectively resolve meeting conflicts.
- Provide meeting participants with all necessary meeting details and materials.
- Schedule personal appointments and events using Outlook calendar.
- Coordinate corporate and personal travel including air, hotel, car service, restaurant reservations, itinerary, and materials.
- Manage expense reports.
- Organize corporate and personal events and meetings.
- Draft and/or edit various documentation including presentations, correspondences, meeting minutes, spreadsheets, thank you notes, and speeches.
- Maintain various company databases, contacts, and files.
- Undergraduate degree or equivalent.
- 5-8 years of professional experience in an administrative support role to senior-level executives.
- Advanced level Microsoft Office skills (Word, Outlook, Excel, PowerPoint).
- Ability to work effectively and collaboratively as part of a job share, sharing support responsibilities.
- Proven ability to exercise exemplary judgment and think critically with strong problem-solving skills.
- Outstanding thoroughness, attention to detail, and accuracy in work product.
- Thrive in a fast-paced, deadline-oriented environment while maintaining superior time management, prioritization, organizational and multi-tasking skills.
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.