About the Role:
Our client is seeking a reliable and detail-oriented Administrative Assistant to support daily office operations and help ensure the team stays organized and productive. This role is ideal for someone who enjoys being hands-on, thrives in a fast-paced environment, and takes pride in keeping things running smoothly behind the scenes. You’ll play a key role in supporting multiple departments and acting as a central point of coordination for office needs.
Key Responsibilities:
- Provide day-to-day administrative support including data entry, document preparation, filing, and record management
- Answer and direct incoming phone calls, emails, and general inquiries in a professional and timely manner
- Manage calendars, coordinate meetings, and schedule conference rooms
- Assist with meeting logistics including preparing materials, coordinating catering, and setting up/breaking down meeting spaces
- Order, track, and maintain office supplies, kitchen inventory, and general office organization
- Coordinate shipments, deliveries, and mail distribution (incoming and outgoing)
- Support vendor coordination, service requests, and general office maintenance needs
- Assist with reporting, spreadsheets, and light data analysis in Excel
- Help onboarding new hires with basic office setup (workstations, supplies, etc.)
- Maintain a clean, organized, and professional office environment
- Take on ad hoc projects and administrative tasks as needed to support the broader team
Qualifications:
- 1–3+ years of administrative, office support, or receptionist experience
- Strong organizational skills with a high level of attention to detail
- Ability to multitask, prioritize, and stay organized in a fast-paced environment
- Proficiency in Microsoft Office (Outlook, Excel, Word)
- Strong written and verbal communication skills
- Professional, proactive, and team-oriented mindset
- Ability to take initiative and work independently with minimal direction
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.