What are the responsibilities and job description for the Office Administrator position at Vigilance?
Company Description
Vigilance is a private intelligence and investigative services company specializing in advanced open-source intelligence operations that support due diligence, online risk assessments, and risk mitigation. The team is composed of experienced professionals, including former intelligence officers, special operators, and federal law enforcement agents. Vigilance serves a diverse client base, including Fortune 500 companies, high net worth individuals, family offices, and law firms. The company focuses on discreet, effective, and tailored services designed around each client’s specific needs, offering an environment where precision and professionalism are highly valued.
Role Description
The Office Administrator role at Vigilance is a full-time, on-site position based in Lexington, KY. functions of Vigilance. This position serves as the central point of coordination for office operations, scheduling, travel, and administrative support, allowing leadership to remain focused on strategic priorities.
This role requires exceptional organization, attention to detail, initiative, and the ability to manage multiple priorities in a fast-paced environment. The Office Administrator is expected to proactively identify needs, improve administrative processes, and ensure daily operations run efficiently.
Primary Responsibilities
Executive & Administrative Support
• Manage calendars and scheduling for leadership
• Coordinate internal and external meetings
• Book travel, hotels, flights, rental cars, and itineraries
• Register employees for conferences, training, and events
• Maintain organized travel documentation
• Assist leadership with day-to-day administrative requests
Office Administration
• Serve as the primary point of contact for office administrative needs
• Maintain office organization and supplies
• Coordinate incoming and outgoing shipments
• Maintain administrative documentation and records
• Coordinate vendor communication
• Assist with office improvement projects
Human Resources Support
• Assist with onboarding new employees
• Prepare onboarding materials and documentation
• Track PTO time and administrative records
Financial & Administrative Coordination
• Track recurring subscriptions and renewals
• Track departmental spending and assist leadership with budget visibility
• Maintain purchasing logs and monitor recurring operational expenses
• Assist in preparing annual departmental budget recommendations
General Operations Support
• Assist leadership with special projects
• Research vendors, products, and service providers
• Document internal procedures
• Recommend improvements to administrative workflows
• Provide administrative support across departments as needed
Preferred Experience
• 1-3 years of experience in an administrative, office support, executive assistant role
• Strong organizational and time management skills with the ability to prioritize multiple projects simultaneously
• Experience coordinating calendars, scheduling meetings, and making travel arrangements
• Excellent written and verbal communication skills with a professional and courteous demeanor
• Proficiency with Microsoft Office (Outlook, Word, Excel, and Teams)
• Ability to handle confidential information with professionalism and discretion
• Self-motivated with the ability to work independently while also collaborating effectively with a team
• Comfortable working in a fast-paced, growing small business where priorities may shift throughout the day
• A proactive mindset with a willingness to take ownership of projects and continually improve processes
• A natural problem solver who enjoys helping others stay organized, anticipates needs before they arise, and takes pride in keeping operations running smoothly.