41 applicantsPosted by Agency

Company

Original Job Post

Vaco · 1 week ago

Executive Assistant

Indianapolis, IN

Full-time

Onsite

Entry Level

4+ years exp

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Hiring Manager

Katie Myers

Insider Connection @Vaco

Discover valuable connections within the company who might provide insights and potential referrals, giving your job application an inside edge.

Responsibilities

Preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.

Implementing and improving administrative processes for more efficient workflow and managing, organizing, and maintaining documents in paper or electronic filing systems.

Draft and proofread CEO correspondence

Manage and coordinate CEO's schedule, travel, meetings, etc. Anticipate problems and use strong judgment and problem-solving skills to eliminate them.

Prepare credit card reconciliation and expense reimbursements promptly.

Arrange Executive Committee and Board meetings, including preparation of materials and minutes for meetings as necessary.

Coordinate meal service for meetings.

Coordinate communications with the Board of Directors, i.e., distribution of meeting notices, materials, minutes, update emails, etc.

Manage the preparation and logistics for staff retreats, staff meetings, dashboard management, strategic planning, quarterly planning, and performance management.

Assist program directors with various project management, logistical, and administrative tasks related to programs and events.

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Office managementRecord-keepingComputer skillsMS OfficeConfidentiality managementProblem-solvingTime managementCommunicationDecision-makingDiscretionAdaptabilityAttention to detailSelf-starterOrganizationProject management

Required

4+ years of office management and/or executive assistant experience required.

Excellent planning, organizational, time management, and record-keeping skills with attention to and memory for details.

Excellent oral and written communication skills, including grammar, punctuation, and spelling.

Ability to use independent judgment and good discretion/decision-making skills.

Proven ability to handle confidential information with discretion.

Skilled in using computers, adapting to new technology, keeping abreast of changes, learning new programs quickly, and using computers to improve productivity.

Extensive experience with MS Office suite.

A detail-oriented self-starter who can be given a need or objective, break it down into executable pieces, identify questions that need to be asked, gather priorities and requirements, set and manage milestones, and then execute effectively.

Excellent project management skills.

Benefits

100% company-paid health insurance for employee and family

Health Savings Account with employer contribution

PTO and Holiday Pay

Retirement Benefits

Company

Vaco

Glassdoor

3.6

The speed of change requires the talent of people. Vaco solves for both.

Founded in 2002

Brentwood, Tennessee, USA

10,001+ employees

http://www.vaco.com

H1B Sponsorship

Vaco has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Trends of Total Sponsorships

2023 (2)

2022 (4)

2021 (4)

2020 (12)