Part-Time Administrative Assistant

Part-Time Administrative AssistantIrvine, CA, US Hybrid Vaco $USD 24 - 25 ContractorVaco 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 ResponsibilitiesFollow up with contract employees and clients regarding missing or incomplete timesheetsObtain client approvals for submitted timesheets in a timely mannerTrack outstanding items and proactively follow up to ensure deadlines are metAssist with resolving timesheet questions or discrepanciesReview client invoices for accuracy prior to submissionMake necessary revisions and correctionsCommunicate with clients to resolve discrepancies or obtain clarificationHelp ensure accurate and timely invoicingAssist with planning team events, client meetings, and internal celebrationsCoordinate event logistics, vendors, venues, catering, and other detailsProvide onsite support for meetings and events as neededHelp create an organized and welcoming experience for employees, clients, and guestsRun and maintain reports related to team activity, sales metrics, and recruiting progressMaintain accurate and up-to-date information within internal systems and databasesAssist with ongoing data entry, tracking, and reportingHelp ensure information is organized and readily available to the teamProvide day-to-day administrative support to the Managing Partner, Business Development, and Recruiting teamsAssist with correspondence, scheduling, meeting coordination, and expense reportsMonitor office and kitchen supplies and coordinate replenishmentHelp maintain an organized, professional, and welcoming office environmentServe as a go-to resource for general administrative and office needsSupport special projects and additional operational needs as they ariseQualifications2 years of administrative, office support, or operations experience preferredStaffing, recruiting, or professional services experience is a plusProficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPointExperience with CRM, ATS, or other business systems is a plusStrong organizational skills and exceptional attention to detailExcellent written and verbal communication skillsAbility to prioritize multiple responsibilities and meet deadlinesProactive, resourceful, and comfortable taking ownership of responsibilitiesStrong customer service mindset and professional interpersonal skillsTeam-oriented with the flexibility to jump in and help wherever neededWe'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.