Part-Time Administrative Assistant POST NUMBER: 307435

Administrative Assistant (Hybrid/Part-Time)

Location: Irvine, CA

Schedule: Part-Time, 16 to 20 hours per week, Monday through Wednesday

Work Arrangement: Hybrid

Come Join Our Growing Team!

Vaco is seeking a dynamic, organized, and detail-oriented Administrative Assistant to join our growing Orange County team. This part-time position will provide administrative and operational support to our Managing Partner, Business Development, and Recruiting teams.

The ideal candidate is proactive, highly organized, and comfortable juggling multiple priorities in a fast-paced, team-oriented environment. This is a great opportunity for someone who enjoys supporting others, keeping processes organized, and being the go-to person who helps the team run smoothly.

Key Responsibilities

Timesheet Management

• Follow up with contract employees and clients regarding missing or incomplete timesheets
• Obtain client approvals for submitted timesheets in a timely manner
• Track outstanding items and proactively follow up to ensure deadlines are met
• Assist with resolving timesheet questions or discrepancies

Invoice Support

• Review client invoices for accuracy prior to submission
• Make necessary revisions and corrections
• Communicate with clients to resolve discrepancies or obtain clarification
• Help ensure accurate and timely invoicing

Event Planning & Coordination

• Assist with planning team events, client meetings, and internal celebrations
• Coordinate event logistics, vendors, venues, catering, and other details
• Provide onsite support for meetings and events as needed
• Help create an organized and welcoming experience for employees, clients, and guests

Reporting & Data Management

• Run and maintain reports related to team activity, sales metrics, and recruiting progress
• Maintain accurate and up-to-date information within internal systems and databases
• Assist with ongoing data entry, tracking, and reporting
• Help ensure information is organized and readily available to the team

Administrative & Office Support

• Provide day-to-day administrative support to the Managing Partner, Business Development, and Recruiting teams
• Assist with correspondence, scheduling, meeting coordination, and expense reports
• Monitor office and kitchen supplies and coordinate replenishment
• Help maintain an organized, professional, and welcoming office environment
• Serve as a go-to resource for general administrative and office needs
• Support special projects and additional operational needs as they arise

Qualifications

• 2 years of administrative, office support, or operations experience preferred
• Staffing, recruiting, or professional services experience is a plus
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Experience with CRM, ATS, or other business systems is a plus
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to prioritize multiple responsibilities and meet deadlines
• Proactive, resourceful, and comfortable taking ownership of responsibilities
• Strong customer service mindset and professional interpersonal skills
• Team-oriented with the flexibility to jump in and help wherever needed

What We’re Looking For

We’re looking for someone who is organized, dependable, proactive, and genuinely enjoys supporting a busy team . You should be comfortable switching between administrative responsibilities, client and consultant follow-up, reporting, event coordination, and day-to-day office needs.

Most importantly, we’re looking for someone who takes ownership, follows through, and enjoys being an important part of a collaborative and growing team

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.