Administrative Assistant

Position Overview

The Administrative Assistant provides advanced organizational and operational support by coordinating the full range of contract activities, including drafting, revising, and monitoring agreements, amendments, procurement actions, and financial documentation. This role ensures all processes align with required standards, deadlines, and internal policies.

This position is essential in assisting leadership and program teams by keeping documentation accurate, maintaining compliance with contracting and procurement guidelines, and delivering consistent, reliable administrative support to daily operations.

• Manage the preparation, execution, and upkeep of assigned contracts and amendments in accordance with established procedures.
• Ensure proper use of required contract formats, templates, and specifications.
• Create and route amendments as operational needs arise.
• Track and process adjustments to funding levels, budget details, and related financial components.
• Coordinate competitive procurement efforts as needed.
• Review, reconcile, and monitor vendor invoices to ensure accurate reimbursement.
• Maintain organized, compliant, and complete records of all administrative and contractual documentation.
• Provide general administrative support to sustain efficient organizational operations.
• Address employee requests, gather required documents, and assist with follow-up to keep projects and processes on track.
• Perform other duties as required to support operational needs.

• Bachelor’s degree in business administration or a related discipline
• Minimum of 2 years of administrative support experience
• Background in contract management or procurement processes preferred
• Prior experience with budget tracking or invoice review is a plus

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.