Administrative Assistant POST NUMBER: 475705

We are seeking a motivated, organized, and reliable Administrative Assistant. The ideal candidate will be the "glue" that keeps our office running smoothly, managing day-to-day administrative tasks, supporting staff, and providing a welcoming environment for visitors. You will handle a variety of tasks, including scheduling, correspondence, filing, and office supply management, requiring exceptional multitasking and communication skills.
Key Responsibilities

• Reception & Communication: Serve as the first point of contact by greeting visitors, answering phone calls, and managing incoming/outgoing mail and emails.
• Scheduling & Calendaring: Manage calendars for staff, schedule appointments, and coordinate meetings, including booking conference rooms and setting up technology.
• Document Management: Prepare, format, and edit documents, memos, reports, and presentations.
• Office Administration: Order and maintain inventory of office supplies and ensure office equipment (printers, copiers) is functional.
• Data & Records: Maintain digital and physical filing systems, ensuring files are organized and up-to-date.
• Special Projects: Provide ad hoc administrative support, such as conducting research, data entry, and helping with event planning.

Required Skills & Qualifications

• Experience: Proven experience as an administrative assistant, virtual assistant, or in a similar clerical role.
• Technology Proficiency: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
• Organization: Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Communication: Strong written and verbal communication skills.
• Problem-Solving: Proactive, "can-do" attitude with the ability to solve problems independently.
• Discretion: Ability to handle confidential information with high integrity.

Education & Experience Requirements

• High school diploma or equivalent required; Associate’s degree is a plus.

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.