Executive Assistant at Vaco, LLC
Nashville, TN 37215
About the Job
The Executive Assistant is a permanent opportunity with a fully onsite schedule.
Responsibilities:
Administrative Duties
- Provide administrative assistance, such as writing and editing emails, answering the phone, preparing communications, and responding to clients on the Principal’s behalf.
- Maintain CP calendar and personal family calendar. Schedule meetings and phone calls with clients and add to personal schedule as needed.
- Run errands as requested.
- Communicate with clients, vendors and friends on behalf of the Principal. This could include handwritten notes, emails or phone calls.
- Coordinate travel arrangements for the Principal both personal and business trips.
- Manage the licensing requirements for the Principal.
- Be proactive in anticipating needs for meetings, food, errands, phone calls and travel.
- Protect the Principals time by answering and resolving questions and issues before bringing them to the Principal.
- Performing administrative duties that allow the Principal to work more efficiently and effectively with the clients.
- Handle all insurance matters from initial application through receipt of the policy for clients.
- Work directly with Insurance agents to make changes to policies, confirm renewals, obtain quotes on and secure new coverage, cancel policies, etc. for clients.
- Work with Fiscal Client Controller to be sure all policies are current, and premiums paid.
- Assist in determining the appropriate type of insurance policies that should be maintained by clients such as, homeowners, renters, condo/dwelling, umbrella, auto watercraft, schedule items, gun equine, disability, life, long-term care, workers comp for domestic employees, etc.
General CP and client services/duties
- Back up to Office Manager in answering phones and managing the door
- Assist with specific clients’ needs at direction of Principal
- Schedule, coordinate, and prepare presentations for annual Board meeting of specific client’s foundation
- Coordinate annual gifts to charities for various clients at direction of Principal
- High School Diploma or equivalent required, some college preferred
- 3-5 years’ experience as an administrative assistant
- Have strong knowledge of administrative and clerical procedures
- Achieved solid experience with computers and be proficient with MS Office- Word, Excel, Outlook.
- Possess very strong written and verbal communication skills
- High attention to detail
- Good time management skills and ability to meet deadlines
- Strong problem-solving skills with confident decision making
- Proactive and quick work pace
- A curious mindset when approaching new tasks
- Accurate and timely follow-up to tasks
- Must be reliable
- Must be able to maintain confidentiality
- We are mostly “in office” but there are 24 Remote workdays to be used at their discretion and 16 PTO days/ year.
- They are eligible for a matching 401 K (up to 6.5% company match if employee contributes the full eligible amount.)
- As for Health Insurance, CP now pays 50% of the “employee only” cost for plan 1. (Roughly amounts to $250-300.)
- There are also 8 paid holidays.
Opportunity: PERM
Location: Onsite Nashville, TN
Salary: $75-80k
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.
