Administrative Assistant

Vaco Recruiter Services; Edison (NJ); On-site; USD 45,000 - 63,000; Full time

Benefits offered by this job

Hybrid schedule

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Job summary

Vaco/Highspring is seeking an Administrative Assistant to support the Finance and Accounting team in Edison, NJ. This hybrid role includes 4 days onsite and 1 day remote, with a full-time schedule.

The ideal candidate is highly organized and proactive, with prior experience in accounting/finance administration and strong MS Office skills. You will manage meetings, invoices, document control, onboarding support, and expense reporting, while contributing to ongoing process improvements and

Qualifications

• 3+ years of administrative experience supporting an Accounting or Finance department.
• Bachelor's degree preferred.
• Strong proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Excellent organizational, communication, and time management skills.
• Ability to manage multiple priorities with accuracy.
• Self-motivated and dependable, able to work independently.
• Professional demeanor with a collaborative, team-oriented approach.

Responsibilities

• Schedule and coordinate meetings, training sessions, and workshops for internal teams and external partners.
• Assist with invoice approvals, wire confirmations, payment follow-up, and other finance-related administrative tasks.
• Maintain SharePoint sites, shared folders, and department documentation.
• Prepare and distribute routine communications, reminders, and meeting materials.
• Coordinate information requests and track documents through the review and approval process.
• Maintain contact lists, distribution groups, and departmental records.
• Provide administrative support for onboarding, compliance, and operational workflows.
• Prepare and submit expense reports.
• Support special projects and provide general administrative assistance to the Finance and Accounting team.

Skills

Administrative experience

Office software proficiency

Multitasking & time management

Education

Bachelor's degree preferred

Tools

Excel

Outlook

Word

Job description

Administrative Assistant – Finance & Accounting

Location: Edison, NJ
Schedule: Hybrid – 4 Days Onsite / 1 Day Remote
Employment Type: Full-Time

Our client is seeking a highly organized and proactive Administrative Assistant to support its Finance and Accounting team. This role is ideal for an experienced administrative professional who has previously supported an accounting or finance department and thrives in a fast-paced, collaborative environment.

Key Responsibilities

• Schedule and coordinate meetings, training sessions, and workshops for internal teams and external partners.
• Assist with invoice approvals, wire confirmations, payment follow-up, and other finance-related administrative tasks.
• Maintain SharePoint sites, shared folders, and department documentation.
• Prepare and distribute routine communications, reminders, and meeting materials.
• Coordinate information requests and track documents through the review and approval process.
• Maintain contact lists, distribution groups, and departmental records.
• Provide administrative support for onboarding, compliance, and operational workflows.
• Prepare and submit expense reports.
• Support special projects and provide general administrative assistance to the Finance and Accounting team.

Qualifications

• 3+ years of administrative experience supporting an Accounting or Finance department.
• Bachelor's degree preferred.
• Strong proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Excellent organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Self-motivated, dependable, and able to work independently.
• Professional demeanor with a collaborative, team-oriented approach.

Why Join?

This is an excellent opportunity to join a growing organization where you'll play an important role supporting Finance and Accounting leadership. You'll enjoy a collaborative team environment, a stable hybrid schedule, and the opportunity to make an immediate impact while continuing to grow your administrative career.

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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.