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Office Coordinator

2 months ago

Louisville, Kentucky, United States Vaco Full time

Job Overview: The Office Coordinator will deliver extensive administrative assistance to facilitate the smooth functioning of the workplace. This position encompasses a variety of administrative responsibilities and provides support to upper management. The perfect candidate is innovative, adept at problem-solving, and exceptionally organized.

Primary Duties:

  • Oversee and synchronize daily office functions and activities to guarantee effectiveness and adherence to organizational protocols.
  • Respond to and route phone inquiries, emails, and other forms of communication.
  • Arrange and organize meetings, appointments, and travel logistics for upper management.
  • Draft and circulate agendas, meeting summaries, and other pertinent documents.
  • Maintain an organized filing system for both physical and electronic documents.
  • Address administrative inquiries and requests from senior management.
  • Assist in the creation of periodic reports.
  • Establish and manage a contact database.
  • Procure office supplies and investigate new vendors and deals.
  • Uphold office policies and procedures.
  • Offer general assistance to visitors.
  • Collaborate with executive and senior administrative personnel to manage requests and inquiries from senior management.
  • Support various projects and additional tasks as assigned by management.

Requirements:

  • High school diploma or equivalent; additional credentials as an Administrative Assistant or Secretary are advantageous.
  • Demonstrated experience as an Administrative Assistant, Virtual Assistant, or Office Administrator.
  • Familiarity with office management systems and procedures.
  • Proficient in MS Office (particularly MS Excel and MS PowerPoint).
  • Exceptional time management abilities and capacity to prioritize tasks.
  • Meticulous attention to detail and strong problem-solving capabilities.
  • Outstanding written and verbal communication skills.
  • Robust organizational skills with the ability to handle multiple tasks simultaneously.
  • Capability to work autonomously and collaboratively within a team.

Vaco is committed to fostering a diverse workplace and strongly encourages applications from women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans.

Equal Employment Opportunity Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment based on race, color, sex, religion, national origin, age, disability, veteran status, or any other protected characteristics as mandated by federal, state, or local law.

Vaco LLC and its affiliates are dedicated to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC will ensure that individuals with disabilities are provided reasonable accommodations. If reasonable accommodation is required to participate in the job application or interview process, to perform essential job functions, or to receive other employment benefits, please reach out.

Vaco also informs all applicants of their rights regarding workplace discrimination.

By applying for this position, you agree to provide Vaco with the exclusive right to represent you as a candidate for this employment opportunity. You also affirm that you have accurately represented your qualifications and will maintain confidentiality regarding any information learned about the position.

Privacy Notice

Vaco LLC respects your privacy and is 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 at Vaco is based on various factors including:

  • the individual's skills, experience, and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

As required by local law, Vaco believes that the following salary range reasonably estimates the base compensation for this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.