Administrative Assistant at Vaco, LLC
Louisville, KY 40299
About the Job
Key Responsibilities:
General Office Support:
- Answer and direct phone calls, emails, and other inquiries to the appropriate parties.
- Greet and assist visitors in a professional and courteous manner.
- Manage the day-to-day operations of the office, including organizing files, processing paperwork, and ordering office supplies.
Scheduling and Calendar Management:
- Schedule and coordinate meetings, appointments, and events for managers or staff members.
- Maintain calendars for key personnel, ensuring timely reminders and avoiding conflicts.
Document Preparation and Filing:
- Prepare and edit documents, reports, presentations, and correspondence as requested.
- Organize and maintain both physical and electronic filing systems for easy retrieval of documents.
Communication and Coordination:
- Act as the point of contact between departments, employees, clients, and vendors.
- Coordinate travel arrangements, including transportation, accommodations, and itineraries, when required.
Data Entry and Record Keeping:
- Enter and update data into various systems, ensuring accuracy and confidentiality.
- Maintain databases and generate reports as needed.
Meeting and Event Support:
- Assist in organizing and preparing for meetings, including setting up conference rooms, preparing agendas, and taking minutes.
- Help coordinate office events, including luncheons, trainings, and celebrations.
Expense and Budget Management:
- Process expense reports, invoices, and purchase orders.
- Assist in monitoring and tracking office expenses and budgets.
Customer Service:
- Provide administrative support to the team to ensure smooth office operations.
- Respond to requests and queries from staff, management, and external clients with professionalism.
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.
