Job Details

Receptionist / Administrative Secretary (In-Office)

We are seeking a professional and organized Receptionist / Administrative Secretary to support daily office operations in a fully in-office environment. This is a newly created role and an excellent opportunity for someone who enjoys being the go-to administrative support for a close-knit team while interacting regularly with senior leadership.

This position serves as the primary point of contact for incoming calls and scheduled visitors while also providing ongoing administrative and secretarial support to ensure smooth office operations.

Schedule

• Approximately 30 hours per week
• Monday through Friday, from 10:00 AM to 4:00 PM
• Fully in-office

Key Responsibilities

Reception and Communication

• Answer, screen, and route incoming phone calls in a professional manner
• Manage general office email inbox and routine correspondence
• Greet scheduled visitors and coordinate guest arrivals
• Maintain a professional and welcoming reception area

Administrative and Secretarial Support

• Provide day-to-day administrative support to leadership and staff
• Assist with calendar management, scheduling meetings, and coordinating conference rooms
• Draft, format, proofread, and distribute correspondence and documents
• Prepare meeting materials, agendas, and follow-up notes as requested
• Handle confidential and sensitive information with discretion

Office Coordination and Operations

• Maintain organized digital and physical filing systems
• Manage incoming and outgoing mail, packages, and deliveries
• Order and maintain office supplies and coordinate with vendors
• Assist with travel arrangements, expense tracking, and basic reporting
• Support special projects and ad hoc administrative requests

Requirements

Required

• High school diploma or equivalent; associate degree or higher preferred
• Prior experience in a receptionist, secretary, or administrative assistant role
• Strong verbal and written communication skills
• Excellent organizational and time management abilities
• Proficiency in Microsoft Office including Word, Excel, and Outlook
• Professional demeanor with a high level of reliability and discretion

Preferred

• Experience supporting a small office, professional services firm, or private office environment
• Ability to work independently and anticipate administrative needs

What Makes This Role Appealing

• Stable, close-knit, team-oriented environment
• Direct interaction with senior leadership
• Opportunity to influence office operations and processes
• Flexible PTO structure based on performance and workload

Compensation and Benefits

• Hourly position
• Competitive pay
• PTO with flexibility as long as work responsibilities are met
• Medical expenses compensated through higher hourly pay in lieu of traditional insurance
• No 401(k) plan

Other responsibilities as needed.

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.