Administrative Assistant

Overview

We are hiring an Administrative Assistant to support our client’s daily needs. This position is onsite in Boston, MA.

• Process weekly employee timesheets for payroll submission.
• Track daily employee hours, including start/end times, breaks, and standby periods.
• Generate reports related to work hours, overtime, and other labor metrics.
• Maintain and update calendars, timecards, and absence tracking sheets.
• Record time‑off and early dismissal requests, notifying management as needed.
• Track equipment usage, labor classifications, and departmental crossovers.
• Validate and coordinate vacation requests with management and payroll.
• Maintain employee records including training documentation and contact lists.
• Assist with onboarding tasks for new hires.
• Prepare documents and provide administrative support to operations leadership.
• Submit reimbursement and check requests upon approval.
• Provide backup support for purchasing and invoice processing tasks.
• Maintain up‑to‑date insurance and compliance documentation.
• Track and manage driver documentation (e.g., licenses, certifications).
• Order office supplies and safety equipment for multiple locations.
• Handle inter‑office mail delivery using company‑provided vehicle.

• Strong attention to detail and accurate data entry skills.
• Effective verbal and written communication skills.
• Organized, with the ability to multitask and meet deadlines.
• Previous experience with timekeeping systems preferred.
• Familiarity with purchase order and invoice processing systems is a plus.
• Valid driver’s license required.

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  .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.