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- This position is responsible for supporting executive management in the performance of administrative functions.
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualifications:
- One (1) year minimum experience working as an Administrative Assistant in a corporate office environment.
- Proven record of sound judgment and ability to analyze travel plan options and submit proposal to management.
- Bilingual (English/Spanish). Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
- Experience directly supporting management with meeting scheduling, travel arrangement, redaction/Proofreading of correspondence/documents, and receiving in person visits.
- Intermediate skills in programs such as MS Word, Excel and Outlook.
- Ability to meet and deal effectively with customers, executives and the general public.
- Well-developed interpersonal skills.
- Ability to communicate (read and write) effectively in a business environment.
- Ability to handle multiple phone lines.
- Strong time management and organizational skills.
- Skill in composition and preparation of correspondence, reports, minutes and other written materials with accuracy and reasonable speed.
- Thorough knowledge of offices practices, procedures and proper usage of office equipment.
- High School diploma or equivalent
- Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
- Ability to follow procedures and instructions.
- Ability to work extended hours, holidays, and weekends as needed.
Duties and Responsibilities:
- Coordinate travel arrangements for in-house, domestic, and out-port personnel and some business associates upon request.
- Maintains management's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Prepares and maintains senior management expense reports and time sheets, including corporate credit card expenses.
- Translate correspondences sent from outport office in Latin America. Spanish to English.
- Answers all incoming telephone calls for senior management and directs them as necessary, including calls from outport offices and countries of services in Latin America and the Caribbean.
- Request and distribute operations and market reports by liaising with respective department heads.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Coordinate conference room reservations, and arrange catering as needed.
- Assists the Human Resources Department on special projects.
- Orders office supplies when needed, and updates contact directories.
- Additional duties as needed
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.