Senior Administrative Assistant at Vaco, LLC
Irvine, CA 92612
About the Job
Job Summary:
The Senior Administrative Assistant will provide comprehensive administrative support to senior executives and contribute to the efficient operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information. The ideal candidate will be proactive, resourceful, and adept at managing multiple tasks in a fast-paced environment.
Key Responsibilities:
- Executive Support: Manage executives’ calendars, schedule meetings, and arrange travel. Prepare and edit correspondence, reports, and presentations. Serve as a point of contact between executives and internal or external stakeholders.
- Office Administration: Oversee daily office operations, including managing supplies, coordinating office maintenance, and handling mail and communication. Implement and streamline office procedures to enhance efficiency.
- Communication: Handle and prioritize incoming communications, including phone calls, emails, and mail. Draft and distribute internal and external communications as needed.
- Event Planning: Organize and coordinate company events, meetings, and conferences, including managing logistics, coordinating with vendors, and overseeing on-site arrangements.
- Document Management: Maintain and organize files, records, and documentation. Ensure accurate and timely processing of documents and reports.
- Team Collaboration: Support and collaborate with other administrative staff to ensure seamless office operations. Provide guidance and mentorship to junior administrative team members.
- Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality.
Qualifications:
- Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
- 5+ years of experience in an administrative role, with a proven track record of supporting senior executives or management teams.
- Demonstrated experience in managing complex schedules, coordinating meetings, and handling confidential information.
- Excellent organizational, time-management, and multitasking skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently, take initiative, and collaborate effectively with team members.
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.
