Administrative Assistant POST NUMBER: 484251

Position Summary
Our client is seeking a Receptionist / Administrative Assistant to support daily office operations and provide administrative assistance to various team members. This role serves as the face of the office and is responsible for creating a welcoming environment for visitors while ensuring the office runs smoothly and efficiently. The ideal candidate is organized, polished, proactive, and enjoys supporting a collaborative team.

Key Responsibilities

• Staff the front desk during standard business hours, Monday through Friday
• Greet and assist guests, clients, and visitors in a professional and welcoming manner
• Answer and direct incoming phone calls
• Manage incoming and outgoing mail and deliveries
• Maintain organization and cleanliness of common areas, conference rooms, and kitchen spaces
• Oversee kitchen operations, including stocking coffee, beverages, snacks, and supplies
• Assist with food preparation, cleanup, and dishwasher maintenance as needed
• Manage calendars and scheduling for designated team members
• Process expense reports and reimbursements
• Coordinate light travel arrangements when required
• Maintain office supply inventory and place orders as needed
• Coordinate catering orders for meetings and events
• Oversee postage and parking validation equipment
• Provide backup support to Executive Assistants
• Assist with management of company calendars and scheduling tools
• Support additional administrative projects and special assignments as needed

Qualifications

• Minimum of 2-3 years of experience in an administrative, office assistant, receptionist, or similar support role
• Experience supporting general business operations in a professional office environment
• Bachelor's degree preferred
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience with Adobe Acrobat Professional
• Experience using Concur or a similar expense management platform preferred
• Exceptional communication, organizational, and interpersonal skills
• Strong attention to detail and follow-through
• High degree of professionalism and discretion when handling confidential information
• Experience with Microsoft Dynamics CRM is a plus

What We're Looking For

• Positive and professional demeanor
• Strong customer service mindset
• Ability to manage multiple priorities in a fast-paced environment
• Self-starter who takes initiative and works well independently
• Collaborative team player who enjoys supporting others
• Reliable, organized, and highly detail-oriented

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.