New

Administrative Assistant

Vaco
$40,560.00 - $45,760.00 / yr
United States, Florida, Tampa
May 29, 2025
Position Overview Our client is seeking an experienced Administrative Assistant to provide comprehensive administrative support to their team. The ideal candidate will have a minimum of 3 years of administrative experience and demonstrate exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities Administrative Support Manage executive calendars, schedule appointments, and coordinate meetings across multiple time zones Prepare and distribute correspondence, reports, and presentations using Microsoft Office Suite Handle incoming phone calls, emails, and visitors with professionalism and discretion Maintain and organize both physical and digital filing systems Process expense reports, invoices, and purchase orders Communication & Coordination Serve as primary point of contact between executives, staff, clients, and external partners Draft, proofread, and edit internal and external communications Coordinate travel arrangements including flights, accommodations, and itineraries Plan and execute meetings, conferences, and special events Take detailed meeting minutes and distribute action items Project Management Assist with special projects and initiatives as assigned Track project timelines and deliverables Conduct research and compile information for presentations and reports Maintain confidential personnel and business records Required Qualifications Experience & Education Minimum of 3 years of administrative assistant or related experience High school diploma required; Associate's or Bachelor's degree preferred Previous experience supporting senior-level executives preferred Technical Skills Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience with database management and CRM systems Familiarity with video conferencing platforms (Zoom, Teams, etc.) Basic knowledge of accounting software (QuickBooks or similar) preferred Core Competencies Exceptional written and verbal communication skills Strong organizational and time management abilities Ability to handle confidential information with discretion Detail-oriented with strong proofreading skills Ability to work independently and anticipate needs Flexible and adaptable to changing priorities Professional demeanor and customer service orientation Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice 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 HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.