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Job Title: Administrative Assistant

Overview:Vaco has partnered with a company looking to add an administrative assistant to their team!The Administrative Assistant will provide vital support to the organization by performing a variety of administrative tasks and ensuring efficient day-to-day operations. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask effectively in a fast-paced environment.

Responsibilities:

1. Administrative Support: Provide comprehensive administrative support to executives, managers, and team members, including calendar management, scheduling appointments, coordinating meetings, and managing correspondence.
2. Document Preparation: Draft, edit, and proofread documents, reports, presentations, and other materials as needed. Ensure accuracy, consistency, and adherence to formatting guidelines.
3. Communication Management: Manage incoming calls, emails, and inquiries, responding promptly and professionally or redirecting them to the appropriate individuals. Serve as a primary point of contact for internal and external stakeholders.
4. File and Data Management: Organize and maintain physical and electronic files, records, and databases. Ensure confidentiality and security of sensitive information. Retrieve and compile data as requested.
5. Travel Coordination: Arrange travel itineraries, accommodations, transportation, and other logistical arrangements for executives and staff. Prepare travel expense reports and reconcile expenses in a timely manner.
6. Meeting and Event Coordination: Coordinate logistics for meetings, conferences, and events, including room reservations, catering, audiovisual equipment setup, and attendee coordination. Assist with onsite support as needed.
7. Office Supplies Management: Monitor inventory levels of office supplies and equipment. Place orders, receive deliveries, and ensure adequate stock availability. Manage relationships with vendors and suppliers.
8. Expense Reporting: Assist with expense tracking, reimbursement processing, and budget management. Prepare expense reports, reconcile credit card statements, and submit documentation for approval.
9. Special Projects: Support special projects and initiatives as assigned by management, contributing to the achievement of organizational goals. Conduct research, compile data, and prepare reports as needed.
10. General Office Support: Perform general office duties such as photocopying, scanning, faxing, and filing. Provide backup support for receptionist duties and front desk operations 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 .

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.