Administrative Assistant Job at Vaco in Louisville

Position Overview:
We are seeking a highly organized and detail-oriented Assistant Administrator to support the efficient day-to-day operations of our organization. The ideal candidate will provide administrative assistance, coordinate office activities, and ensure smooth communication and documentation across departments.
Key Responsibilities:

1. 
   Administrative Support:
   • Manage schedules, appointments, and meetings for management and team members.
   • Prepare correspondence, reports, presentations, and other documents as needed.
   • Maintain organized and accessible filing systems, both physical and digital.
2. 
   Office Coordination:
   • Oversee office supply inventory and place orders as necessary.
   • Coordinate with vendors, service providers, and building management to maintain office functionality.
   • Assist with the onboarding of new employees, including setting up equipment and workspace.
3. 
   Communication Management:
   • Serve as the first point of contact for internal and external inquiries.
   • Respond to emails, phone calls, and messages promptly and professionally.
   • Facilitate communication between team members and departments.
4. 
   Event Planning and Coordination:
   • Organize and manage company events, meetings, and training sessions.
   • Handle logistics, including booking venues, ordering catering, and preparing materials.
5. 
   Record Keeping and Compliance:
   • Maintain accurate records of company policies, procedures, and employee files.
   • Ensure compliance with data protection and confidentiality standards.
   • Assist in preparing reports for internal and external stakeholders.
     

Qualifications:

• Proven experience in administrative or assistant roles.
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with project management tools is a plus.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of discretion and professionalism.