Executive Administrative Assistant

The Executive Administrative Assistant role provides support to the President/Founder and members of the executive team as assigned by the Vice President, Operations.

Essential Job Functions:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

Duties and Responsibilities:

· Act as the primary point of contact between the executive and internal/external stakeholders, demonstrating professionalism and confidentiality

· Manage and maintain the executive's schedule, including arranging meetings, appointments, travel, and accommodations

· Organize and submit expense reports for executives

· Coordinate and facilitate communication between the executive and team members, ensuring timely responses to emails, calls, and other correspondence

· Prepare and edit correspondence, newsletters, reports, presentations, and other documents as requested by the executive team

· Assist in preparing meeting agendas and distributing materials for executive meetings

· Conduct research and compile data to support the executive in decision-making and strategic planning

· Anticipate the needs of the executive team and proactively take action to ensure efficient operations

· Request, coordinate, and schedule interviews for candidates for leadership, coordinating with operations

· Organizes and manages special projects, company initiatives, events, event schedules, budgets, prep and post event debriefs, and general marketing support

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Desired Competencies & Skills:

· Accountability - Holding self and others accountable to meet commitments

· Action oriented - Embracing new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm

· Communicates effectively - Develops and delivers written and verbal communication that conveys clear understanding of different audiences and their levels of comprehension; active listener to ensure clear understanding

· Critical Thinking – Is able to receive summary background, ask questions, and make good decisions and “drive” and “own” desired outcomes.

· Customer focus - Building strong customer relationships and delivering customer-centric solutions

· Dependable and reliable – Earns trust and confidence and fosters a a reputation that they’ve “got it” and are “on it”

· Good Judgment and Decision Making – Fully understands the needs, asks questions for clarity, makes decisions, and drives success

· Organized and Efficient – Is able to receive a request for a task and self-direct the best method to organize, manage, and see the task through to completion with clear communication & clear deadlines

· Resourcefulness - Identifying, securing, and deploying resources effectively and efficiently

· Situational adaptability - Responds to changes, delays, or unexpected events in a positive manner; adapts working style to best fit a given situation with a strong work ethic

· Tech Savvy - Anticipates and adopts innovations in business-building digital and technology applications. Is an expert in Microsoft applications, specifically communication and scheduling tools like Outlook and Teams

Education and Experience:

· Bachelor’s Degree desired

· Minimum of 5+ years in administrative support or related role for a senior executive – ideally at professional services firm

· Proficient in Microsoft Office suite and database knowledge. Expert in Outlook and Teams

Location: Must live in Chicago Area, North Suburbs a plus. Hybrid Remote and 1-2 days in office.

Travel Requirements:

Less than 5% travel (e.g., 10% travel to differing locations, 90% of the time working from hom

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.

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.

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.

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.