Part-Time Administrative Assistant

Vaco
$24.00 - $25.00 / hr
United States, California, Irvine
Nov 20, 2024
Come join our growing team! This role will be part-time with the potential to transition to full time in the future. 20 to 25 hours per week, Monday - Friday. Onsite in Irvine, remote on Fridays. Position Overview: Vaco is seeking a dynamic and detail-oriented Administrative Assistant to join our growing team. This role will provide essential administrative support to our Managing Partner, Business Development and Recruiting teams, ensuring the seamless execution of operational tasks. The ideal candidate will have exceptional organizational skills, the ability to multitask in a fast-paced environment, and a proactive mindset to contribute to the team's success. Key Responsibilities: Timesheet Management: Follow up with contract employees and clients on missing or incomplete timesheets. Gain client approvals for submitted timesheets in a timely manner. Invoice Support: Review and revise client invoices for accuracy before submission. Communicate with clients to resolve discrepancies or gain clarification. Event Planning: Assist in planning and coordinating team events, client meetings, and internal celebrations. Manage event logistics, including vendor coordination, venue selection, and on-site support. Reporting & Data Management: Run and analyze reports to track team performance, sales metrics, and recruitment progress. Maintain accurate and up-to-date records in internal systems and databases. Administrative Support: Provide general administrative support, including handling correspondence, scheduling meetings, maintaining office supplies, and processing expense reports. Serve as the go-to resource for day-to-day office operations and team needs. Qualifications: 2+ years of administrative or support experience, preferably in a staffing or recruiting environment. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with CRM or ATS systems is a plus. Strong organizational skills with a keen attention to detail. Excellent communication and interpersonal skills. Ability to prioritize tasks and meet deadlines in a fast-paced, team-oriented environment. Proactive problem-solving skills and a customer-service-oriented approach. Vaco 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 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 LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC 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 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 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 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco's 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 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 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.