Administrative Assistant

Job Description

Job Description

Vaco has partnered with one of our clients to hire an Administrative Assistant for a full time opportunity on the Northeast side of Indianapolis, IN.

The Administrative Assistant facilitates overall administrative and office support facilitating the efficient operation of the organization.

This role also supports first-hand the daily scheduling and administrative tasks of the C-Suite Executives located in Indianapolis, IN.

Responsibilities :

• Create and maintain a well-organized appointment schedule by planning and scheduling meetings, conferences, as well as coordinating and booking travel arrangements.
• Assists with daily administrative duties for the C-Suite and completes a broad variety of administrative tasks that include completing expense reports;

composing and preparing correspondence; arranging travel plans, itineraries and agendas and compiling documents for meetings.

• Provide administrative support when needed for key meetings including budget meetings; all staff meetings, and meetings with internal or external colleagues or partners.
• Serve as the primary contact for the organization to greet and establish rapport with employees, clients, visitors, and all other guests entering and exiting the building.
• Answer and direct telephone calls, and appropriately relay important information promptly, clearly, maintaining confidentiality as needed.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Receive, send and sort daily mail and packages, filing appropriate documents accordingly.
• Maintain inventory of the company’s supplies, reordering as needed.
• Maintains common areas such as office pantry, reception, and conference rooms making sure they are organized and stocked.
• Will ensure the timely scheduling, meeting arrangements, coordinate events and celebrations in person and virtually
• Serve as the primary contact for the building management and maintenance office and is an office key holder.

Qualifications :

• 3+ years of experience as an Administrative Assistant, Executive Assistant, or Office Manager
• Very detail-oriented and organized
• Ability to operate with a high level of agency, and are comfortable navigating ambiguity to make sound decisions.
• Experience handling confidential and sensitive information, and handled it with skill and discretion.
• Ability to pick up new tools and systems quickly and become a self-sufficient power user.
• Excellent interpersonal skills, with the ability to interact confidently with stakeholders at all levels.
• Excellent superior written and spoken language skills

Employee Benefits :

• Vacation, Sick, & Personal Time + 11 company holidays
• Healthcare, vision, and dental insurance
• TASC Card (HRA benefit)
• 401(k) available with up to a 5% employer match
• Wellness Stipend
• Fun, friendly office environment
• Professional development opportunities

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 Notice

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.

Privacy Notice

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.

Pay Transparency Notice

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.