Administrative Assistant

TaskVerse; United States; On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health plans

401(k) with company match

Paid time off

Job summary

Vaco LLC is seeking an Administrative Assistant to provide essential day-to-day support to senior leadership in a fast-paced environment. You will manage calendars, coordinate travel, handle correspondence, and support strategic initiatives while upholding confidentiality and high professional standards.

The role requires strong organizational skills, excellent communication, and a proactive approach to multitasking across financial services operations.

Qualifications

• 3+ years supporting senior executives or in a similar administrative role.
• Experience in financial services, banking, investment management, insurance, or professional services preferred.
• Strong calendar and email management with prioritization skills.
• Proven organizational skills, attention to detail, and ability to handle sensitive information discreetly.
• Proficiency in Microsoft Office Suite and professional written and verbal communication.

Responsibilities

• Manage complex calendars, coordinate meetings, and schedule leadership appointments.
• Monitor and prioritize inboxes; draft responses; communicate on behalf of senior leaders.
• Coordinate travel arrangements and meeting logistics for executives.
• Prepare presentations, reports, and materials for internal and external stakeholders.
• Serve as a primary contact for clients, vendors, and partners while maintaining confidentiality.
• Organize records and administrative processes for easy retrieval and compliance.
• Support leadership with special projects and operational initiatives.
• Coordinate internal meetings including agendas and follow-ups.
• Provide office management support and maintain workflow efficiency.

Skills

Calendar management

Email management

Organization

Discretion

Communication

Independent work

Problem-solving

Tools

Microsoft Office

Outlook

Excel

Word

PowerPoint

Job description

About The Company

Vaco LLC is a leading consulting, staffing, and solutions provider dedicated to connecting talented professionals with top organizations across various industries. With a strong reputation for excellence, Vaco LLC specializes in delivering innovative staffing solutions, strategic consulting, and business process improvements. The company prides itself on fostering a collaborative and inclusive work environment that values diversity, professionalism, and continuous growth. Vaco LLC's commitment to client success and employee development has established it as a trusted partner in the talent acquisition and consulting space, supporting organizations in achieving their strategic objectives while offering rewarding career opportunities to its team members.

About The Role

Vaco LLC is seeking a highly organized and professional Administrative Assistant to join our dynamic team. In this role, you will provide essential day-to-day support to senior leadership and contribute to the smooth operation of our organization. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to manage multiple priorities efficiently. Your responsibilities will include managing complex calendars, coordinating meetings and travel arrangements, handling correspondence, and supporting various operational initiatives. This position offers an excellent opportunity for a detail-oriented individual who thrives in a fast-paced environment and is eager to contribute to a growing organization within the financial services sector. You will serve as a key point of contact for internal and external stakeholders, ensuring professionalism and confidentiality at all times. Your efforts will directly impact the efficiency and effectiveness of our leadership team and overall organizational workflows.

Qualifications

To be successful in this role, candidates should possess a minimum of 3+ years of experience supporting senior executives or in a similar administrative capacity. Prior experience within financial services, banking, investment management, insurance, or professional services is highly preferred. Candidates must demonstrate strong calendar and email management skills, with a proven ability to prioritize tasks effectively. Exceptional organizational skills, attention to detail, and the ability to handle sensitive information discreetly are essential. Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, is required. Excellent written and verbal communication skills, professionalism, and the ability to work independently are critical. A proactive problem-solving attitude, high level of discretion, and a commitment to confidentiality are also necessary for this role.

Responsibilities

• Manage complex calendars, coordinate meetings, and schedule appointments for leadership team members to ensure optimal time management and efficiency.
• Monitor and prioritize email inboxes, draft responses, and communicate effectively on behalf of senior leaders.
• Coordinate travel arrangements, including transportation, accommodations, and meeting logistics, ensuring seamless execution.
• Prepare presentations, reports, meeting materials, and correspondence for internal and external stakeholders, maintaining high standards of quality and professionalism.
• Serve as a primary point of contact for clients, vendors, and business partners, fostering strong relationships while maintaining confidentiality and professionalism.
• Organize and maintain records, documentation, and administrative processes to ensure easy retrieval and compliance.
• Support leadership with special projects, operational initiatives, and deadline management to facilitate organizational goals.
• Coordinate internal meetings, including scheduling, preparing agendas, and tracking follow-up actions to ensure productive sessions.
• Assist with office management tasks and contribute to overall workflow efficiency, including supply management and administrative support.
• Handle sensitive information with discretion and maintain confidentiality at all times, adhering to organizational policies and standards.

Benefits

Vaco LLC offers a competitive compensation and benefits package designed to attract and retain top talent. Employees have access to comprehensive health plans, including medical, dental, and vision coverage. The organization also provides a 401(k) retirement plan with company matching contributions, fostering long-term financial security. Additional benefits include discretionary bonuses, paid time off, professional development opportunities, and a collaborative work environment that encourages growth and innovation. Employees will have the chance to support leadership within a growing organization, gaining exposure to high-level business operations and strategic initiatives. Vaco LLC is committed to promoting a healthy work-life balance and providing a supportive environment that values diversity and inclusion.

Equal Opportunity

Vaco LLC is an Equal Opportunity Employer and values diversity in the workplace. We do not discriminate against any employee or applicant based on race, color, religion, sex, national origin, age, disability, veteran status, gender identity, sexual orientation, marital status, political affiliation, or any other protected characteristic as defined by applicable law. We are committed to creating an inclusive environment where all individuals are treated with respect and dignity. Reasonable accommodations are provided to qualified applicants and employees to ensure equal access to employment, training, and advancement opportunities. We believe that diverse teams foster innovation and drive organizational success, and we are dedicated to maintaining a workplace that reflects these values.