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Executive Assistant

4 months ago

Richmond, United States Vaco Full time
Vaco Richmond is seeking an experienced Executive Assistant. The ideal candidate would have previous EA experience for senior leaders.

Vaco provides expert consulting, permanent placement, executive search, and strategic staffing for companies around the world, in accounting, finance, operations, administration, and more. Vaco is a premier talent solutions firm that connects people to their dream jobs and helps leading companies find talent to grow their businesses.

Job Overview: We are seeking a highly skilled and organized Executive Administrative Specialist to provide comprehensive support to senior leaders. The ideal candidate will expertly handle a variety of administrative tasks, ensuring smooth operations and effective time management for the executive team.

Key Responsibilities:
  • Request Management: Professionally handle incoming requests and communications for senior leaders from both internal and external sources.
  • Calendar Management: Oversee and maintain the calendars for 2-3 senior executives, ensuring optimal scheduling and time management.
  • Productivity Enhancement: Boost the productivity of senior leadership teams by organizing schedules and preparing pre-meeting materials.
  • Meeting Coordination: Plan, schedule, and manage logistics for meetings, offsite events, and various activities.
  • Expense Management: Prepare and manage expense reports for senior leaders, ensuring compliance with company policies.
  • Procurement Support: Set up and manage purchase requisitions and purchase orders, and handle payment for subscriptions, memberships, and other administrative needs.
  • Travel Arrangements: Coordinate travel logistics for senior leaders, including airfare, hotel accommodations, and expense reimbursements.
  • Presentation Preparation: Create and format PowerPoint presentations to meet business requirements and standards.
  • Customer Service: Provide exceptional customer service by promptly responding to emails and voicemails.
  • Documentation Management: Organize and maintain departmental records and documentation.
  • Administrative Support: Provide backup administrative support to other departments as needed.
  • Collaboration: Work closely with other administrative assistants to effectively manage executive calendars.
  • Project Assistance: Assist with various projects as needed, ensuring timely and efficient completion.
  • Onboarding Support: Assist with the onboarding process for new associates and contractors.
Qualifications:
  • 5+ years of previous EA Support
  • Strong organizational and time management skills
  • Excellent communication and interpersonal abilities
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Experience in managing calendars and coordinating meetings/events
  • Ability to handle sensitive information with discretion
  • Customer service-oriented mindset
  • Previous experience in an administrative or executive assistant role preferred
This role offers a dynamic and collaborative work environment, with opportunities to support high-level executives and contribute to the success of the organization. If you are a proactive and detail-oriented professional, we encourage you to apply.