Executive Personal Assistant at Vaco, LLC
Newport Beach, CA 92660
About the Job
Purpose of Position:
Seeking an Executive Assistant to provide comprehensive support to the Managing Partner across professional, personal, and non-profit endeavors within the Roman Catholic Church, and philanthropic sectors.
Summary of Essential Job Functions:
- Ensure efficient organization of all correspondence and documentation through electronic filing systems.
- Manage outgoing mail distribution and oversee timely delivery, in coordination with reception.
- Facilitate FedEx and courier packages as required, collaborating with reception.
- Coordinate meticulous travel arrangements, including flights, accommodations, and ground transportation.
- Prepare detailed travel itineraries for seamless journeys.
- Efficiently manage office calendars, scheduling meetings with C-level individuals from the real estate industry, Roman Catholic Church, and philanthropic sectors. A polished demeanor and appropriate decorum are essential.
- Prioritize projects and effectively communicate decisions or issues impacting the Managing Partner to the team.
- Handle expense claims processing for the Managing Partner.
- Provide proficient word-processing support, crafting memos, correspondence, and spreadsheet reports with meticulous attention to detail.
- Contribute to the development of operational procedures and execute special projects to enhance organizational efficiency.
- Process incoming invoices and manage deposits.
- Handle expenses and reimbursements for the non-profit foundation.
- Organize operating statements and identify procedural enhancements.
- Perform other duties as assigned.
- Demonstrated independence, initiative, and teamwork, coupled with exceptional organizational and prioritization skills.
- Ability to thrive under pressure, manage multiple deadlines, and handle stressful situations with minimal supervision.
- Proficiency in multitasking and prioritizing time-sensitive tasks.
- Extensive experience in travel coordination with agility in adapting to itinerary changes.
- Proficient in reading and comprehending contractual language.
- Exemplary professionalism and a drive for success.
- Advanced proficiency in MS Office applications, particularly Excel.
- Timeliness, meeting deadlines, and delivering high-quality work with attention to detail.
- Excellent proofreading skills and an eye for format and layout.
- Demonstrated initiative, creativity, and problem-solving abilities.
- Effective project management and business writing skills, with a focus on accuracy and confidentiality.
- Ability to anticipate needs and act as an extension of the Managing Partner, especially during travel or absences.
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.