Executive Assistant at Virtual Company
Port Chester, NY
About the Job
Role: Executive Assistant/Office Manager
Payrate: $38/hr -$40/hr
1 -2 month contract with potential of extension and conversion
Hybrid 3 days onsite (depending on C-Suite schedule)
Location: Rye, NY
Top Skills:
-Calendar management
-booking travel
-gatekeeping
**Financial Services industry is highly preferred
Responsibilities:
Executive Support:
- Manage and maintain the executive's complex calendar, including scheduling meetings, appointments, and travel arrangements (domestic and international).
- Prepare and organize meeting materials, presentations, and reports.
- Handle confidential information with discretion and professionalism.
- Manage executive's correspondence, including drafting emails, letters, and other communications.
- Screen and prioritize incoming calls and visitors.
- Process expense reports and manage reimbursements.
- Act as a liaison between the executive and internal/external stakeholders.
- Anticipate the executive’s needs and proactively address them.
Office Management:
- Oversee the daily operations of the office, ensuring a smooth and efficient workflow.
- Manage office supplies, equipment, and vendor relationships.
- Negotiate contracts and manage office-related expenses.
- Coordinate office maintenance and repairs.
- Implement and maintain office policies and procedures.
- Manage incoming and outgoing mail and deliveries.
- Organize and maintain office files and records.
- Assist with onboarding new employees.
- Plan and execute office events and meetings.
- Ensure a safe, clean, and organized office environment.
Qualifications:
- Bachelor's degree preferred.
- Minimum of 5-7 years of experience as an Executive Assistant, preferably in the financial services industry.
- Proven experience managing complex calendars and travel arrangements.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent communication, interpersonal, and organizational skills.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Proactive and resourceful problem-solver.
- Ability to maintain confidentiality.
- Experience with office management responsibilities.
Benefits:
- Competitive salary and benefits package.
- Opportunity to work in a dynamic and challenging environment.
- Exposure to senior leadership within a well-respected organization.
- Potential for growth and development.
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.