Executive Personal Assistant at Vaco, LLC

Birmingham, AL 35209

About the Job

Vaco is assistant a downtown client identify a highly organized and proactive Executive Personal Assistant to provide comprehensive administrative and personal support, ensuring the smooth operation of both professional and personal tasks. The ideal candidate will have strong organizational skills, a keen eye for detail, and the ability to handle confidential information with discretion.

This role requires a high level of professionalism, flexibility, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities:

Administrative Support:
- Manage the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Handle correspondence, including emails and phone calls, on behalf of the executive.
- Prepare meeting agendas, take detailed minutes, and follow up on action items.
- Coordinate internal and external meetings with stakeholders, clients, and partners.
Personal Support:
- Assist with personal errands and tasks such as event planning, household management, and personal shopping.
- Manage personal travel arrangements, reservations, and itineraries.
- Handle confidential matters related to both business and personal affairs.
Travel Coordination:
- Arrange and manage complex international and domestic travel itineraries, including transportation, accommodations, and related logistics.
- Prepare detailed travel agendas, ensuring all arrangements are seamless.
Document Preparation
Project Management
Event Planning
Financial and Expense Management:
- Track and manage personal and business expenses, including submitting expense reports.
- Handle light bookkeeping and budget tracking for personal and professional accounts.

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.