Executive Assistant

Vaco

$45.00 - $50.00 / hr

United States, New York, New York

Feb 28, 2025

The Executive Assistant & Facilities Coordinator provides high-level administrative support to executives while ensuring the smooth operation of the office environment. This role includes managing executive calendars, coordinating meetings, handling confidential information, and acting as a liaison to internal and external contacts. Additionally, the position oversees office facilities, supplies, and general administrative support to promote a well-organized and efficient workplace.

ESSENTIAL FUNCTIONS
(Responsibilities/Accountabilities listed in order of priority)

Executive Support:

Maintain executive schedules, coordinate meetings, and manage travel arrangements
Handle incoming calls and communications, determine priority, and direct them appropriately
Using discretion in sharing the location of executives with others
Appropriate determination of when to interrupt executive(s)

Handle sensitive and confidential information with discretion

Act as a key point of contact for internal and external communications

Prepare reports, presentations, and correspondence for executive use

Provide professional administrative assistance to executives, managers, and staffOffice & Facilities Coordination:

Maintain office supplies, track inventory, and coordinate vendor relationships

Distribute mail, oversee conference room organization, and ensure break areas are tidy

Maintain and order all supplies for the office. Establish a system for tracking, checking, ordering, and stocking supplies

Maintain and order all kitchen supplies and needs, such as drinks, glassware, etc. and stock refrigerators as required

Manage security access, order key cards, and coordinate office logistics

Assist with new hire setups and office moves as necessary

Support visiting executives and external guests with workspace and office needs

Support company events, including employee celebrations and meetingsGeneral Administrative Support:

Provide reception coverage, ensuring a professional first impression for visitors

Assist with document management, filing, and database maintenance

Organize and maintain business records, ensuring timely retrieval when needed

Support internal communication efforts, coordinating materials for executive messaging

Assist with special projects and provide backup support to administrative teams as needed

REQUIREMENTS

Experience: Minimum of 5 years executive administrative support experience, ideally in a legal, financial services or private equity setting. Thorough knowledge of administrative practices and procedures. Successful track record of working and thriving in a dynamic, fast-paced and changing environment that is results oriented and collaborative. Proven ability to effectively support and communicate with top executives, internally and externally.

Education: High School diploma required, college degree preferred.

Special Qualifications (Certifications):

Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Exceptional organizational and communication skills
Ability to multitask and work effectively in a fast-paced environment
High degree of professionalism and discretion in handling confidential information
Manage outside relationships with copier/printer vendors, mail delivery services and building personnel

Other Requirements: This position requires a proactive, detail-oriented individual who thrives in a dual role supporting executives while ensuring a well-maintained and efficient office environment.

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.