New

Administrative Assistant

Vaco
$30.00 - $38.00 / hr
remote work
United States, New York, New York
Mar 04, 2025
Client: Professional Services Firm supporting Financial Services Role: Administrative Assistant (Professional) Payrate: $30/hr-$36/hr **Starting off as a two week contract that is open to become temp to perm Location: Midtown, NY (4 days a week onsite work from home Fridays!) Responsibilities: -Must have strong scheduling experience with multiple calendars working with internal and external schedules -Must be professional and polished with excellent communication skills: s -Must be detail oriented Key Responsibilities: General Administrative Support: Provide high-level administrative support to senior executives, managers, and staff. Schedule and coordinate with multiplecalendars internal and external, heavy calendar management Handle phone calls, emails, and other forms of correspondence with professionalism and discretion. Prepare and proofread documents, reports, presentations, and other materials as requested. Maintain office supplies inventory and manage office equipment. Client and Vendor Relations: Serve as a point of contact for clients, vendors, and internal teams, providing timely and accurate information. Assist in preparing client presentations, proposals, and reports. Coordinate client meetings, conference calls, and video conferences. Maintain positive and professional relationships with clients and vendors. Document Management and Record Keeping: Manage, organize, and maintain both digital and physical files in an efficient and confidential manner. Assist with the preparation, editing, and archiving of legal and contractual documents. Ensure compliance with company policies and confidentiality standards. Project Coordination: Assist in project coordination and management tasks, ensuring that deadlines and deliverables are met. Maintain project schedules, track milestones, and follow up on action items. Communicate with team members to ensure alignment on project timelines. Confidentiality and Professionalism: Maintain strict confidentiality in all client and company matters. Demonstrate professionalism and a high level of integrity in interactions with clients and colleagues. Qualifications and Skills: Education: Bachelor's degree or equivalent experience in business administration, management, or a related field (preferred but not required). Experience: Minimum 2-3 years of administrative experience, preferably within a professional services firm or similar corporate environment. Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software. Communication Skills: Excellent written and verbal communication skills, with an ability to interact effectively with clients and staff at all levels. Time Management: Strong organizational skills and the ability to prioritize tasks efficiently, handling multiple responsibilities simultaneously. Attention to Detail: High level of accuracy in data entry, document preparation, and task execution. Problem-Solving: Strong analytical skills with the ability to solve problems creatively and proactively. Discretion: Ability to maintain confidentiality and exercise discretion when dealing with sensitive information. Team-Oriented**: Collaborative mindset with a proactive approach to supporting colleagues and the firm's objectives. Work Environment: Professional office environment. Occasional travel may be required for client meetings or firm events. Fast-paced, dynamic environment requiring the ability to handle competing priorities and deadlines. 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.