Executive Assistant POST NUMBER: 428914
The Executive Assistant t is a contract-to-hire opportunity with a fully onsite schedule.
Responsibilities:
- Act as a gatekeeper and limit executive's distractions
- Make sure everyone gets announced that comes in office
- Delegates tasks independently
- Compliance, simple audit forms like insurance, smooth operations like all bills are printed and ready for executive to sign
- Handle appointment countdowns
- Deliver executives tax returns to their personal banker
- Finalize paperwork for new website and help get appointments for new branding photos and video for the website
- Help with insurance audit paperwork
- Help with advertising calendar and get dates for mailing
- Help go through mail and handle anything that needs handled with mail.
- Help keep executive organized with leads and upcoming clients in CRM
- Liaison between executive and employees on projects so they stay out of the weeds
- Marketing/Advertising campaigns-help coordinate with Designers
- New Billboard-coordinate with company and designers
- Handle insurance for any vacant personal properties for executive
- Coordinate car repairs, gas in car if needed and maintenance even if with a 3rd party
- Manage any compliance items (this will be within a realistic skillset) like renew executives real estate license online; renew executives Driver License, etc.
- Occasionally help run errands for food or drink
- Oversee larger projects with the team (ordering open house signs, e-ail signature creation on Canva, troubleshooting the printer if needed, adding paper, etc.)
- Help with print media campaigns like newspaper ads, Nfocus and Nashville Business Journal
- Update executives TN. Association of Realtors BIO and Photo
- Update executives company Bio and Photo
- Order gifts for clients and family birthdays etc.
- Plan Work Travel
- Help with executives Passport
- Help with TSA precheck
- Handle State of TN-Unclaimed money
- Handle deposits and light banking when needed
- Help executive keep the office clean, calm in appearance and ON BRAND.
- Order things for executive on Amazon, etc. when needed.
- Previous experience as an Executive Assistant
- Driver's License
- No drama and works well with others
- Understands URGENCY and how to prioritize tasks
- Does not use their personal phone for personal texts/phone calls unless on breaks or emergent and no personal social media at work.
- Friendly, professional and can thrive in a fast-paced environment and deal with deadlines
- Well-spoken and communicates well in e-mails/written correspondence
- Represents the brand well
- Has no interest in selling real estate
Opportunity: Contract to Hire
Location: Onsite Dickson
Salary: $43-53/hr
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.