Executive Administrator at Vaco, LLC
Louisville, KY
About the Job
Job Summary:
The Executive Administrative Assistant provides top-level support to executives by handling a variety of administrative tasks, coordinating schedules, managing communication, organizing meetings, and overseeing special projects
This position requires a highly organized, proactive individual with excellent communication skills, discretion, and the ability to manage multiple tasks efficiently.
Key Responsibilities:
Executive Support:
Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Screen calls, emails, and correspondence, and handle communication on behalf of the executive as needed.
Prepare reports, presentations, and other documents for executive meetings.
Coordinate executive team meetings, including preparing agendas, taking minutes, and following up on action items.
Travel Management:
Arrange complex domestic and international travel, including flights, hotels, transportation, and itineraries.
Prepare and process travel expense reports and ensure timely reimbursement.
Communication Management:
Serve as the point of contact between the executives and internal/external clients.
Handle sensitive information with the utmost confidentiality and professionalism.
Draft and edit correspondence, emails, reports, and presentations.
Event Planning:
Assist in planning and organizing executive-level events, meetings, and conferences.
Coordinate logistics, catering, venue arrangements, and audiovisual needs.
Project Management:
Oversee and track special projects, ensuring deadlines are met and project milestones are achieved.
Assist with research, data collection, and analysis for key business initiatives.
Office Administration:
Manage office supplies and resources for the executive team.
Handle incoming mail and ensure timely responses to inquiries.
Liaise with other departments to ensure operational efficiency.
Human Resources Support (optional):
Assist with onboarding new staff members within the executive team.
Maintain personnel files and handle administrative HR duties, 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.
The Executive Administrative Assistant provides top-level support to executives by handling a variety of administrative tasks, coordinating schedules, managing communication, organizing meetings, and overseeing special projects
This position requires a highly organized, proactive individual with excellent communication skills, discretion, and the ability to manage multiple tasks efficiently.
Key Responsibilities:
Executive Support:
Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Screen calls, emails, and correspondence, and handle communication on behalf of the executive as needed.
Prepare reports, presentations, and other documents for executive meetings.
Coordinate executive team meetings, including preparing agendas, taking minutes, and following up on action items.
Travel Management:
Arrange complex domestic and international travel, including flights, hotels, transportation, and itineraries.
Prepare and process travel expense reports and ensure timely reimbursement.
Communication Management:
Serve as the point of contact between the executives and internal/external clients.
Handle sensitive information with the utmost confidentiality and professionalism.
Draft and edit correspondence, emails, reports, and presentations.
Event Planning:
Assist in planning and organizing executive-level events, meetings, and conferences.
Coordinate logistics, catering, venue arrangements, and audiovisual needs.
Project Management:
Oversee and track special projects, ensuring deadlines are met and project milestones are achieved.
Assist with research, data collection, and analysis for key business initiatives.
Office Administration:
Manage office supplies and resources for the executive team.
Handle incoming mail and ensure timely responses to inquiries.
Liaise with other departments to ensure operational efficiency.
Human Resources Support (optional):
Assist with onboarding new staff members within the executive team.
Maintain personnel files and handle administrative HR duties, 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.
