Sr. Administrative Assistant (HR)

Senior Administrative Assistant – Human Resources

Overview

We are seeking a highly organized, proactive Senior Administrative Assistant to support the Head of Human Resources and the broader HR department. This role is ideal for someone who thrives in a fast-paced environment, anticipates needs, and can manage multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

• Provide executive-level administrative support to the VP of HR, including complex calendar management, meeting coordination, travel arrangements, and preparation of agendas and materials.

Act as the primary point of contact for the HR department, managing communications, routing inquiries, and ensuring timely follow-up.

Prepare and format reports, presentations, and documentation for leadership meetings, audits, and companywide communications.

Assist with key HR initiatives such as onboarding, employee engagement programs, performance review cycles, and trainings.

Maintain accurate and confidential employee records and department files.

Coordinate HR team meetings, events, and offsite sessions, handling logistics from start to finish.

Process expense reports, purchase orders, vendor invoices, and assist with department budget tracking.

Support recruitment coordination as needed, including interview scheduling and candidate communication.

Identify process improvements and contribute to streamlining administrative and operational workflows. Qualifications

Bachelor’s degree preferred.

Minimum of 4 years of experience in an administrative support role, ideally supporting senior leadership.

Prior experience supporting a Human Resources department preferred.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams or Zoom.

Excellent written and verbal communication skills.

Strong attention to detail, organization, and follow-through.

Proven ability to manage sensitive and confidential information with discretion.

Proactive, resourceful, and able to adapt in a dynamic environment.

A natural problem-solver with a service-oriented mindset.

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.

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.

EEO Notice

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.

Privacy Notice

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 .

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 :

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.