What are the responsibilities and job description for the Administrative Assistant position at Vaco by Highspring?
Job Description: Administrative Assistant/Office Administrator
Location: Santa Ana, CA
Position Overview:
Vaco is seeking a highly organized and proactive Administrative Assistant/Office Administrator to join our clients team. This individual will play a critical role in ensuring the smooth operation of our clients office by handling a variety of administrative and organizational tasks. The ideal candidate will be resourceful, detail-oriented, and able to multitask effectively in a fast-paced environment.
Key Responsibilities:
General Office Support:
- Answer and direct phone calls, take messages, and forward them to the appropriate individuals.
- Manage incoming and outgoing mail, including sorting, scanning, and distributing correspondence.
- Coordinate shipping and receiving needs using FedEx, USPS, and other carriers.
Office Maintenance and Inventory:
- Maintain office supply inventory, including food, beverages, and stationery, ensuring replenishment as needed.
- Prepare and set up the office for meetings, ensuring a professional and welcoming environment.
Event Coordination:
- Provide administrative support for holiday and non-holiday events, including planning, organizing, and logistics.
Travel Coordination:
- Serve as a backup for booking travel arrangements, including flights, hotels, rental cars, and train reservations.
Executive and Departmental Support:
- Assist the Executive Office Manager with various tasks and projects.
- Support multiple departments with administrative needs, including document preparation, scheduling, and coordination.
Qualifications:
- Proven experience in an administrative or office support role.
- Excellent organizational and time management skills.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Ability to multitask and prioritize tasks effectively.
- A proactive and flexible approach to work, with a strong problem-solving mindset.
Preferred Skills:
- Experience with event coordination and travel booking.
- Familiarity with office supply management and inventory systems.
- Previous experience supporting executives or multiple departments is a plus.
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.
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.
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.
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.
