Part-Time Administrative Assistant

Administrative Assistant (Hybrid/Part-Time)

Location: Irvine, CA

Schedule: Part-Time, 16 to 20 hours per week, Monday through Wednesday

Work Arrangement: Hybrid

Come Join Our Growing Team!

Vaco is seeking a dynamic, organized, and detail-oriented Administrative Assistant to join our growing Orange County team. This part-time position will provide administrative and operational support to our Managing Partner, Business Development, and Recruiting teams.

The ideal candidate is proactive, highly organized, and comfortable juggling multiple priorities in a fast-paced, team-oriented environment. This is a great opportunity for someone who enjoys supporting others, keeping processes organized, and being the go-to person who helps the team run smoothly.

Key Responsibilities

Timesheet Management

• Follow up with contract employees and clients regarding missing or incomplete timesheets
• Obtain client approvals for submitted timesheets in a timely manner
• Track outstanding items and proactively follow up to ensure deadlines are met
• Assist with resolving timesheet questions or discrepancies

Invoice Support

• Review client invoices for accuracy prior to submission
• Make necessary revisions and corrections
• Communicate with clients to resolve discrepancies or obtain clarification
• Help ensure accurate and timely invoicing

Event Planning & Coordination

• Assist with planning team events, client meetings, and internal celebrations
• Coordinate event logistics, vendors, venues, catering, and other details
• Provide onsite support for meetings and events as needed
• Help create an organized and welcoming experience for employees, clients, and guests

Reporting & Data Management

• Run and maintain reports related to team activity, sales metrics, and recruiting progress
• Maintain accurate and up-to-date information within internal systems and databases
• Assist with ongoing data entry, tracking, and reporting
• Help ensure information is organized and readily available to the team

Administrative & Office Support

• Provide day-to-day administrative support to the Managing Partner, Business Development, and Recruiting teams
• Assist with correspondence, scheduling, meeting coordination, and expense reports
• Monitor office and kitchen supplies and coordinate replenishment
• Help maintain an organized, professional, and welcoming office environment
• Serve as a go-to resource for general administrative and office needs
• Support special projects and additional operational needs as they arise

Qualifications

• 2+ years of administrative, office support, or operations experience preferred
• Staffing, recruiting, or professional services experience is a plus
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Experience with CRM, ATS, or other business systems is a plus
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to prioritize multiple responsibilities and meet deadlines
• Proactive, resourceful, and comfortable taking ownership of responsibilities
• Strong customer service mindset and professional interpersonal skills
• Team-oriented with the flexibility to jump in and help wherever needed

What We're Looking For

We're looking for someone who is organized, dependable, proactive, and genuinely enjoys supporting a busy team . You should be comfortable switching between administrative responsibilities, client and consultant follow-up, reporting, event coordination, and day-to-day office needs.

Most importantly, we're looking for someone who takes ownership, follows through, and enjoys being an important part of a collaborative and growing team

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [email protected] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

Representation Notice

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

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 and UK GDPR may access our policies here .

Additionally, 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. More details about Vaco by Highspring's use of AI can be found here ( https://www.highspring.com/ai-use-notices/ ). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

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; and

· 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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).