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: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.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.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.Event Planning and Coordination:Organize and manage company events, meetings, and training sessions.Handle logistics, including booking venues, ordering catering, and preparing materials.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.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.EEO NoticeVaco 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.Privacy NoticeVaco 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 .Pay Transparency NoticeDetermining 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.