Executive Assistant at Vaco, LLC
Tampa, FL
About the Job
We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative support to our executive team
This fast-paced role requires exceptional time management, attention to detail, and the ability to work independently with minimal supervision.
Responsibilities:
Assemble high-quality PowerPoint presentations and other materials for executive meetings and presentations, ensuring a professional and polished result.
Maintain detailed and up-to-date calendars for multiple executives, scheduling appointments, meetings, and events while effectively managing potential conflicts.
Plan and coordinate office functions, including staff meetings, executive lunches, board dinners, and other events, ensuring seamless execution.
Arrange executive travel arrangements, balancing cost-effectiveness with quality accommodations and transportation options that meet the needs of busy executives.
Prepare and submit accurate expense reports for executives, ensuring compliance with company policies and proper documentation.
Anticipate and proactively address the administrative needs of the executive team, balancing multiple priorities and deadlines with efficiency.
Maintain strict confidentiality regarding sensitive information and exercise discretion in all matters.
Qualifications:
Proven experience as an executive assistant or in a similar administrative support role, preferably in a corporate environment.
Proficiency in Microsoft Office suite, including advanced skills in PowerPoint, Excel, Word, and Outlook.
Excellent written and verbal communication skills, with a professional demeanor and strong attention to detail.
Strong organizational and time management abilities, with the capacity to multitask and prioritize effectively.
Familiarity with expense reporting and travel booking processes is a plus.
Ability to work independently, exercise sound judgment, and maintain composure under pressure.
Discretion and the ability to handle confidential information with tact and integrity.
This is a full-time position offering a competitive salary and benefits package commensurate with experience
If you possess the required skills and qualifications and thrive in a dynamic, fast-paced environment, we encourage you to apply.
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.
This fast-paced role requires exceptional time management, attention to detail, and the ability to work independently with minimal supervision.
Responsibilities:
Assemble high-quality PowerPoint presentations and other materials for executive meetings and presentations, ensuring a professional and polished result.
Maintain detailed and up-to-date calendars for multiple executives, scheduling appointments, meetings, and events while effectively managing potential conflicts.
Plan and coordinate office functions, including staff meetings, executive lunches, board dinners, and other events, ensuring seamless execution.
Arrange executive travel arrangements, balancing cost-effectiveness with quality accommodations and transportation options that meet the needs of busy executives.
Prepare and submit accurate expense reports for executives, ensuring compliance with company policies and proper documentation.
Anticipate and proactively address the administrative needs of the executive team, balancing multiple priorities and deadlines with efficiency.
Maintain strict confidentiality regarding sensitive information and exercise discretion in all matters.
Qualifications:
Proven experience as an executive assistant or in a similar administrative support role, preferably in a corporate environment.
Proficiency in Microsoft Office suite, including advanced skills in PowerPoint, Excel, Word, and Outlook.
Excellent written and verbal communication skills, with a professional demeanor and strong attention to detail.
Strong organizational and time management abilities, with the capacity to multitask and prioritize effectively.
Familiarity with expense reporting and travel booking processes is a plus.
Ability to work independently, exercise sound judgment, and maintain composure under pressure.
Discretion and the ability to handle confidential information with tact and integrity.
This is a full-time position offering a competitive salary and benefits package commensurate with experience
If you possess the required skills and qualifications and thrive in a dynamic, fast-paced environment, we encourage you to apply.
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.
