Administrative Assistant (x3) POST NUMBER: 484375

Our client is seeking an experienced Administrative Assistant to provide critical support to Executive Assistants who support senior leadership across the organization. This is a fast-paced, high-visibility role ideal for someone who thrives in a dynamic environment, can quickly adapt to shifting priorities, and enjoys supporting executive-level operations.

Location: Fully Remote (EST or CST Preferred)
Schedule: Monday–Friday, 8:00 AM–5:00 PM EST
Employment Type: Contract

Key Responsibilities

• Provide overflow support to Executive Assistants supporting senior leadership.
• Manage calendars, schedule meetings, and coordinate complex travel arrangements.
• Prepare and submit expense reports accurately and timely.
• Create and update presentations, reports, spreadsheets, and other business documents.
• Assist with planning and coordination of department meetings, including agendas, meeting materials, and notes.
• Coordinate logistics for internal and external meetings, events, vendor visits, and site visits.
• Support onboarding activities for new and remote employees, including equipment coordination, system access, and office supply requests.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and other administrative initiatives as needed.

Qualifications

• High School Diploma required; additional college coursework preferred.
• 5 years of administrative support experience, preferably supporting executives or senior leadership teams.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong calendar management, travel coordination, and expense reporting experience.
• Exceptional organizational and multitasking abilities.
• Ability to prioritize competing demands in a fast-paced, deadline-driven environment.
• Excellent verbal and written communication skills.
• Proven ability to work independently while collaborating effectively with multiple stakeholders.
• Demonstrated professionalism, discretion, and sound judgment when handling sensitive information.
• Strong problem-solving skills with the ability to anticipate needs and proactively address issues.

Why Apply?

• 100% remote opportunity
• Exposure to senior leadership and executive operations
• Collaborative team environment
• Potential for contract extension or permanent conversion based on performance
• Opportunity to make an immediate impact within a large, fast-moving organization

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.