Administrative Assistant POST NUMBER: 407666
Job Opportunity: Administrative Assistant
Location: Irvine, CA
Department: Marketing
Employment Type: Full-time
Vaco is seeking a well-rounded individual who thrives in a fast-paced environment. The ideal candidate is highly organized, self-motivated, and adaptable, with previous experience supporting medium to large-sized departments and managing substantial budgets.
Responsibilities:
- Administer day-to-day financial operations for the department.
- Manage the administrative functions of the budget from start to finish.
- Create and submit marketing purchase requests for approval.
- Process vendor invoices and obtain management approval for payment.
- Reconcile invoices, receivers, and purchase requests with the original estimate.
- Track and enter all marketing credit card expenses into the monthly accounting log.
- Perform auditing functions for periodic promotions.
- Provide support for special shipping projects and assist during peak seasons.
- Perform customer service support via email and inbound phone calls.
- Provide office support to the Marketing department.
- Undertake other tasks as assigned.
Requirements:
- Bachelor's degree in Business Operations, Management, or Administration preferred, or equivalent work experience of 3-5 years in customer service, administration, account management, or coordination.
- Experience managing budgets with successful results.
- Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Preferred Qualifications:
- Experience in Smartsheet, Teams, Google Drive, and app-based phone systems.
- Experience in a marketing or communications role.
- Experience in plumbing or building products is a plus.
- Experience organizing and implementing new processes and procedures to improve efficiency.
- Ability to understand, research, write, and deliver summaries on a range of business needs.
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.