Administrative Assistant

Our client is seeking a reliable and detail-oriented Administrative Assistant to support daily operations within the Accounting and Sales departments for a 6-8 week contract assignment
. This role is ideal for someone who thrives in a fast-paced environment and can provide immediate administrative and accounting support.

• Process cash disbursements to vendors via checks, ACH, and wire transfers
• Assist with prevailing wage documentation and compliance tracking
• File, organize, and maintain paid and unpaid invoices and statements, ensuring proper documentation
• Reconcile client payments and assist with account tracking
• Schedule appointments, manage calendars, and coordinate meetings
• Prepare and distribute professional communications, including emails, memos, invoices, and reports
• Draft, edit, and format letters, reports, and instructional documents
• Create and maintain organized filing systems (electronic and physical)
• Provide administrative and clerical support to Accounting and Sales teams as needed
• Perform additional duties as assigned

• Strong interpersonal, customer service, and communication skills
• Ability to build positive relationships with customers, peers, and management
• Excellent verbal and written communication skills
• High level of organization and attention to detail
• Strong time management skills with the ability to meet deadlines
• Ability to adapt quickly and work effectively in a fast-paced, occasionally stressful environment
• Strong problem-solving and critical-thinking skills
• Proficiency in Microsoft Office Suite or related software
• Experience using Quick Books or similar accounting software

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.

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…