Administrative Assistant

2 weeks ago

Louisville, United States Vaco Full time

Job Title: Administrative Assistant
Overview: Vaco has partnered with a company looking to add an administrative assistant to their team The Administrative Assistant will provide vital support to the organization by performing a variety of administrative tasks and ensuring efficient day-to-day operations. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask effectively in a fast-paced environment.
Responsibilities:
  1. Administrative Support: Provide comprehensive administrative support to executives, managers, and team members, including calendar management, scheduling appointments, coordinating meetings, and managing correspondence.
  2. Document Preparation: Draft, edit, and proofread documents, reports, presentations, and other materials as needed. Ensure accuracy, consistency, and adherence to formatting guidelines.
  3. Communication Management: Manage incoming calls, emails, and inquiries, responding promptly and professionally or redirecting them to the appropriate individuals. Serve as a primary point of contact for internal and external stakeholders.
  4. File and Data Management: Organize and maintain physical and electronic files, records, and databases. Ensure confidentiality and security of sensitive information. Retrieve and compile data as requested.
  5. Travel Coordination: Arrange travel itineraries, accommodations, transportation, and other logistical arrangements for executives and staff. Prepare travel expense reports and reconcile expenses in a timely manner.
  6. Meeting and Event Coordination: Coordinate logistics for meetings, conferences, and events, including room reservations, catering, audiovisual equipment setup, and attendee coordination. Assist with onsite support as needed.
  7. Office Supplies Management: Monitor inventory levels of office supplies and equipment. Place orders, receive deliveries, and ensure adequate stock availability. Manage relationships with vendors and suppliers.
  8. Expense Reporting: Assist with expense tracking, reimbursement processing, and budget management. Prepare expense reports, reconcile credit card statements, and submit documentation for approval.
  9. Special Projects: Support special projects and initiatives as assigned by management, contributing to the achievement of organizational goals. Conduct research, compile data, and prepare reports as needed.
  10. General Office Support: Perform general office duties such as photocopying, scanning, faxing, and filing. Provide backup support for receptionist duties and front desk operations as needed.

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