Administrative Assistant POST NUMBER: 426642
The key responsibilities of this role include but are not limited to the following:
- Dealing with the day-to-day administrative and secretarial support to the manager and employees.
- Provision of proactive and accurate business administration, communications, IT and travel support including handling mail, courier services, travel arrangements, car arrangements, meeting arrangements.
- Employee entrance/exit management.
- Maintain office area facility.
- Financial support including the maintenance of the financial information for managers, seeking clarification as and when required, budgeting, analyzing monthly results and produce standard cost and performance reports etc.
- Coordinating arrangements for customers, company employees and 3rd party company visits (booking venues, arranging meals and transportation).
- Provide for the arrival of new staff, including accommodation, in conjunction with the manager; provision of IT systems, e.g. directory access and user ID’s, including e-mail; provision of telecommunications, e.g. telephone, voicemail; as part of this procedure, preparing starters information in conjunction with the HR team.
- Assist with lease and estate service agreement, office decoration agreement and follow up implementation.
- Organize the storage of goods for reception, office and party.
- Organize the storage and access of R&TS information (reports, contract, files, etc.) Ensure customs clearance and dispatch of goods administration.
- Perform other duties as assigned to safely perform.
Required Skills
Minimum 3 years working related working experience; HSE and SAP related experience is a plus.
Excellent communicator.
Highly self-organized, flexible and strong team player.
Implementation and results driven.
PC literate, knowledge of MS Excel, Word and Outlook required.
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.