Executive Assistant

Vaco
$40.00 - $45.00 / hr
United States, California, Anaheim
Jan 25, 2025
Position Overview: Are you highly organized, quick on your feet, and thrive in fast-paced environments? We are seeking an experienced Executive Assistant to provide high-level support to our CEO and collaborate with key leaders in a dynamic and rapidly growing organization. This role requires adaptability, exceptional communication skills, and the ability to handle complex tasks with minimal oversight. The ideal candidate is tech-savvy, resourceful, and brings a high degree of professionalism and sound judgment to their work. Success in this role will depend on excellent prioritization, multitasking abilities, and a proactive approach to anticipating needs in an ever-evolving environment. Key Responsibilities: Serve as a key point of contact for the CEO, managing communications with internal and external stakeholders, including senior leaders and board members. Coordinate and manage executive calendars, scheduling meetings across multiple time zones, and ensuring alignment with business priorities. Organize and prepare materials for executive-level meetings and events, including creating polished presentations and supporting documentation. Arrange complex travel itineraries, including domestic and international travel, as well as private and corporate transportation when required. Track and process expense reports, invoices, and approvals in a timely and accurate manner. Oversee logistics for internal meetings, including room setups, catering arrangements, and troubleshooting last-minute changes. Provide hands-on support for special projects, events, and initiatives, ensuring smooth execution and follow-through. Maintain confidentiality and discretion while handling sensitive information. Flexibility to support occasional after-hours needs based on business priorities. Skills and Qualifications: Required: Minimum of 5 years of experience as an Executive Assistant or similar role, working closely with senior leadership. Proven ability to manage competing priorities and execute tasks with a high level of accuracy and efficiency. Expertise in Microsoft Office tools (Word, Excel, Outlook, and PowerPoint). Strong organizational, communication, and time management skills. Professional demeanor and ability to thrive in an environment with shifting priorities. Preferred: Bachelor's degree or equivalent experience. Familiarity with tools such as Concur, Trello, Smartsheet, and Microsoft Teams. Experience managing travel logistics and coordinating high-level meetings. 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.