Administrative Assistant POST NUMBER: 407341

Job Overview: As an Administrative Assistant, you will play a crucial role in supporting our day-to-day operations and ensuring the smooth functioning of our office. You will be responsible for performing various administrative tasks and providing clerical support to our team. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities effectively.

Key Responsibilities:

• Greet and assist visitors, clients, and employees in a professional and friendly manner.
• Answer and direct phone calls to appropriate individuals.
• Manage and maintain executive schedules, including arranging appointments, meetings, and travel itineraries.
• Prepare and distribute correspondence, memos, reports, and presentations as needed.
• Maintain office filing systems, both physical and digital, ensuring documents are organized and easily accessible.
• Coordinate and assist with special projects, events, and company activities.
• Handle incoming and outgoing mail and packages, including sorting, distributing, and tracking deliveries.
• Order and maintain office supplies, equipment, and inventory.
• Assist with basic accounting tasks such as processing invoices, expense reports, and reimbursements.
• Provide administrative support to other departments as needed.

Qualifications:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent communication skills, both verbal and written.
• Strong organizational and time management abilities.
• Attention to detail and accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Positive attitude and willingness to learn and adapt in a dynamic environment.
• Prior experience in [mention any specific industry or relevant software/tools] is desirable but not required.

Vaco by Highspring 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 by Highspring 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 by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring 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 by Highspring 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 by Highspring 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 by Highspring 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 by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring 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 by Highspring 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 by Highspring 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.