Administrative Assistant

Overview

Hybrid Schedule - 3 days on-site, 2 remote. This role is part of a broader administrative support team that assists multiple professional groups across the organization. The position may also provide backup coverage to other administrative staff and support special projects as time permits.

This role is designed for experienced administrative professionals who enjoy supporting collaborative teams in a dynamic and demanding environment. The position focuses on delivering high-quality operational and administrative support rather than serving as a pathway to an analytical or investment-focused role.

• Provide high-quality administrative and operational support.
• Communicate and collaborate effectively with colleagues across multiple teams to ensure continuity, prioritization, and completion of work.
• Manage and monitor shared team inboxes and communications, assisting with workload distribution and coverage.
• Screen and route communications, including managing incoming calls and coordinating conference calls or virtual meetings.
• Coordinate complex scheduling across multiple calendars and assist with logistics for meetings, conferences, and professional events.
• Maintain internal databases, contact lists, and digital filing systems.
• Track and distribute relevant news, reports, alerts, and other information to team members.
• Gather, review, and distribute relevant market, industry, or company-related materials using various research tools and information platforms.
• Coordinate domestic and international travel arrangements from initial request through completion, including preparation and submission of expense reports.
• Assist with maintaining and reconciling internal systems and operational processes such as contact management, invoicing workflows, document management, and shared file systems.
• Serve as a point of coordination between internal departments for administrative processes such as invoice review and approvals.
• Draft professional correspondence and materials on behalf of team members as requested.
• Identify opportunities for improving shared workflows and administrative processes.
• Support additional projects and responsibilities as needed.

• Bachelor’s degree or equivalent experience with 4+ years of professional experience in a fast-paced administrative support role. Experience in financial services or related industries is helpful but not required.
• Strong reputation for integrity, professionalism, and consistently high performance.
• Demonstrated ability to share knowledge, train, and support team members.
• Ability to work through ambiguity and adapt positively to evolving priorities and organizational needs.
• Strong organizational, analytical, and problem-solving skills.
• Intermediate to advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills with strong command of English grammar and professional correspondence.
• Ability to work independently while collaborating effectively with colleagues across multiple levels of the organization.
• Experience contributing to and coordinating work within large team environments is preferred.
• Comfortable working in a fast-paced, deadline-driven environment with the ability to multitask, prioritize responsibilities, and manage details effectively.
• Prior experience supporting senior professionals or leadership teams is helpful but not required.
• Exceptional attention to detail, accuracy, and thoroughness in all work products.
• Willingness to maintain flexibility in schedule to support team coverage when needed.

Determining compensation for this role and others at Vaco/Highspring depends upon a wide array of factors including 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. The salary range is noted in this job posting where required by local law. 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)…