Administrative Assistant

We are hiring for 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.

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.