Office Assistant

Job Title:

Office Assistant Overview

Our client is seeking a friendly, organized, and professional Office Assistant to support daily office operations and partner with multiple teams across the organization. This role is highly visible and ideal for someone who brings strong energy, attention to detail, and solid Microsoft Office skills—especially Excel and PowerPoint.

The Office Assistant will serve as a key point of contact for visitors and internal teams while providing administrative, data, and light HR support.

• Answer and direct incoming phone calls in a professional and courteous manner
• Greet visitors and assist with onsite needs, ensuring a positive front?office experience
• Sort and distribute incoming mail
• Schedule meetings via Microsoft Outlook and manage calendars for multiple stakeholders
• Prepare, edit, and maintain large Excel spreadsheets, including auditing invoice data
• Perform data entry into ERP systems with accuracy and attention to detail
• Support invoice auditing and reconciliation activities using Excel
• Assist with HR-related administrative support, partnering with internal teams as needed
• Collaborate with multiple departments to support daily operations and special projects
• Edit, format, and create PowerPoint presentations for internal use

• Friendly, professional, and well-organized demeanor
• Positive energy with a helpful, service-oriented mindset
• Strong Microsoft Office proficiency
• Working knowledge of Excel, including updating spreadsheets, organizing data, and basic spreadsheet creation
• Ability to manage multiple priorities in a fast-paced office environment
  
  Strong attention to detail and follow-through

• PowerPoint experience, including editing and creating presentations
• Prior experience in an office assistant, administrative assistant, or coordinator role
• Exposure to ERP systems or data entry environments

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.