Administrative Assistant

Vaco by Highspring; Louisville (KY); On-site; USD 35,000 - 48,000; Full time

Job summary

Vaco by Highspring in Louisville, KY is seeking an Administrative Assistant to support daily operations by managing schedules, handling correspondence, maintaining records, and enabling effective communication across teams. You will answer phones, coordinate meetings, prepare documents and reports, assist with data entry, ordering supplies, and maintain files.

A high school diploma and 1–3 years of admin experience are required; strong organization, communication, and MS Office skills are

Qualifications

• High school diploma or equivalent required; associate's degree preferred.
• 1-3 years of administrative or office support experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to manage multiple priorities with attention to detail.
• Professional demeanor and ability to handle confidential information.

Responsibilities

• Provide general administrative support including answering phones, managing email correspondence, and greeting visitors.
• Schedule meetings, maintain calendars, and coordinate logistics as needed.
• Prepare, format, and distribute documents, reports, and presentations.
• Maintain accurate records, files, and data in internal systems.
• Assist with data entry, tracking, and reporting.
• Order office supplies and support basic office management tasks.
• Coordinate communication between internal teams and external contacts.
• Support special projects and departmental initiatives as assigned.

Skills

Time management

Communication

Multitasking

Professionalism

Confidential handling

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office

Job description

Job Summary The Administrative Assistant supports daily business operations by performing a variety of administrative and clerical tasks. This role helps ensure the efficient operation of the office or department by managing schedules, handling correspondence, maintaining records, and supporting internal teams with organization and communication.

Key Responsibilities Provide general administrative support including answering phones, managing email correspondence, and greeting visitors. Schedule meetings, maintain calendars, and coordinate logistics as needed. Prepare, format, and distribute documents, reports, and presentations. Maintain accurate records, files, and data in internal systems. Assist with data entry, tracking, and reporting. Order office supplies and support basic office management tasks. Coordinate communication between internal teams and external contacts. Support special projects and departmental initiatives as assigned.

Qualifications High school diploma or equivalent required; associate's degree preferred. 1-3 years of administrative or office support experience. Strong organizational and time-management skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Ability to manage multiple priorities with attention to detail. Professional demeanor and ability to handle confidential information.

Preferred Skills Experience supporting multiple team members or departments. Familiarity with CRM or internal business systems. Strong problem-solving skills and a proactive work style.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Privacy Notice

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.
• 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 and UK GDPR may access our policies 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:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).

Additionally, 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. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.