Sr. Executive Administrator at Virtual Company
Phoenix, AZ 85016
About the Job
Responsibilities include:
- Completes various administrative tasks for the President and CEO, including managing an extremely active calendar of appointments, completing expense reports, composing and preparing sometimes confidential correspondence, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
- Communicates directly and on behalf of the President and CEO, with Board members.
- Processes and submits expense reports and monthly corporate credit card reconciliation for the CEO, as well as reviews and approves direct reports.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those sensitive or confidential. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Tracks and manages specific projects sponsored by the CEO, as assigned, including drafting reports and visual presentations, by liaising with project leads and reporting on progress
- Facilitates CEO signing and authentication process of organizational legal documents and
- letters.
- Obtains CEO review and approval on organizational communications, which are sent from the CEO, including providing input and edits as needed.
- Coordinates with other executive assistants assigned when additional support is needed at peak times, including but not limited to, budget deadlines, Board meetings, leadership meetings, special events, etc.
- Manages the annual budget and regular expenses for the CEO’s cost
- Possess strong skills in the use of Microsoft Word, Excel, Adobe PDF
- Skill in oral and written communications
- Ability to plan, coordinate, analyze, and establish priorities; develop effective operating procedures
- Communicate clearly and effectively with customers, colleagues, and senior management in person, via email, and over the phone
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.