Administrative Assistant POST NUMBER: 426299
Address: Manhattan - new Flatiron Building
Job title: Part Time Admin Assistant
Pay Rate: $40hr
Additional Details:
- Part time contract to full time perm
- 15hr/week onsite to start - flexibility required
- Onsite in Midtown location
- Provide full range of administrative support to the Chief Executive Officer (CEO) and other members of the executive team
- Coordinate multiple calendars and assist with scheduling and organizing meetings and speaking engagements (remote and in-person).
- Arrange for travel and accommodations for the CEO, Board of Directors, and other members of the executive team.
- Plan, coordinate, organize and help at internal and external company meetings, events, and celebrations.
- Coordinate and prepare meeting materials, including meeting agendas and pre-read preparation/distribution, note-taking, and assembling/editing PowerPoint presentations.
- Arrange team lunches/dinners and off-site meetings.
- Manage assigned expense reports, ensuring timely and accurate submission.
- Serve as the office coordinator for our New York City office
- Establish and maintain office-related systems and processes.
- Serve as the primary in-office contact for the company, greeting employees, visitors, and other guests entering and exiting the office.
- Serve as primary liaison for office-related vendors.
- Order hardware for the office (computer equipment, telephones, etc.) and other office equipment and supplies.
- Receive and sort mail and other general office correspondence.
- Maintain a work space that supports the employees and is conducive to productive work product.
- Support Business Operations function in establishing and managing key legal, financial, human resources, and other operational programs and processes
- Establish and lead document management system and processes for corporate documents, including contracts, purchase orders, invoices, and other key financial documents.
- Serve as the administrator and point person for Tourmaline’s electronic documentation repository, including set up and training of new users on platform.
- Support software procurement efforts, as needed.
- Support other ad hoc organizational projects for the Business Operations team and the company as a whole, as needed.
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.