C-Suite Executive Assistant POST NUMBER: 411985
Vaco provides expert consulting, permanent placement, executive search, and strategic staffing for companies around the world, in accounting, finance, operations, administration, and more. Vaco is a premier talent solutions firm that connects people to their dream jobs and helps leading companies find talent to grow their businesses.
Job Overview: We are seeking a highly skilled and organized Executive Administrative Specialist to provide comprehensive support to senior leaders. The ideal candidate will expertly handle a variety of administrative tasks, ensuring smooth operations and effective time management for the executive team.
Key Responsibilities:
- Request Management: Professionally handle incoming requests and communications for senior leaders from both internal and external sources.
- Calendar Management: Oversee and maintain the calendars for 2-3 senior executives, ensuring optimal scheduling and time management.
- Productivity Enhancement: Boost the productivity of senior leadership teams by organizing schedules and preparing pre-meeting materials.
- Meeting Coordination: Plan, schedule, and manage logistics for meetings, offsite events, and various activities.
- Expense Management: Prepare and manage expense reports for senior leaders, ensuring compliance with company policies.
- Procurement Support: Set up and manage purchase requisitions and purchase orders, and handle payment for subscriptions, memberships, and other administrative needs.
- Travel Arrangements: Coordinate travel logistics for senior leaders, including airfare, hotel accommodations, and expense reimbursements.
- Presentation Preparation: Create and format PowerPoint presentations to meet business requirements and standards.
- Customer Service: Provide exceptional customer service by promptly responding to emails and voicemails.
- Documentation Management: Organize and maintain departmental records and documentation.
- Administrative Support: Provide backup administrative support to other departments as needed.
- Collaboration: Work closely with other administrative assistants to effectively manage executive calendars.
- Project Assistance: Assist with various projects as needed, ensuring timely and efficient completion.
- Onboarding Support: Assist with the onboarding process for new associates and contractors.
Qualifications:
- 5 years of previous EA Support
- Strong organizational and time management skills
- Excellent communication and interpersonal abilities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience in managing calendars and coordinating meetings/events
- Ability to handle sensitive information with discretion
- Customer service-oriented mindset
- Previous experience in an administrative or executive assistant role preferred
This role offers a dynamic and collaborative work environment, with opportunities to support high-level executives and contribute to the success of the organization. If you are a proactive and detail-oriented professional, we encourage you to apply.
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.