Administrative Assistant

Vaco by Highspring; Neptune Beach (FL); On-site; USD 29,000 - 32,000; Full time

Job summary

Vaco by Highspring is seeking a detail-oriented Administrative Assistant to support a busy CPA firm in Jacksonville, FL. The role is onsite, full-time, and starts ASAP with room for growth.

Candidate will manage documents, emails, calendars, and client communications while maintaining accurate records. Proficiency in Microsoft Word, Excel, and Outlook is essential, along with strong organizational and communication skills.

Qualifications

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong document formatting and business correspondence skills.
• Excellent attention to detail and organizational abilities.
• Strong verbal and written communication skills.

Responsibilities

• Prepare, edit, format, and distribute professional business correspondence and documents.
• Manage emails, calendars, notifications, and administrative communications.
• Provide administrative support to office leadership and staff.
• Maintain accurate records and organize electronic files.
• Assist with client communications and follow-up activities.
• Utilize firm management and CRM software to track activities, manage workflows, and maintain data accuracy.
• Coordinate schedules, meetings, and administrative projects.
• Support general office operations and ensure tasks are completed efficiently and accurately.

Skills

Verbal and written communication

Attention to detail

Organizational skills

Ability to manage multiple priorities

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

CRM software

Firm management software

Job description

Vaco of Highspring is hiring a full time administrative assistant for a busy CPA firm in Jacksonville FL. This role is onsite and looking for someone to start ASAP. There is room for growth.

Position Summary

We are seeking a detail-oriented and highly organized Administrative Assistant to support a busy professional services office. The ideal candidate will possess strong administrative skills, excellent communication abilities, and proficiency in Microsoft Office applications. This role requires a dependable professional who can manage multiple priorities, maintain accuracy in business correspondence, and support office operations through effective use of technology and firm management software.

Location:

Southside of Jacksonville, FL

Employment Type:

Full-Time, Onsite

Hours:

Mon-Fri 8am to 5pm

Compensation:

$22 per hour

Key Responsibilities

• Prepare, edit, format, and distribute professional business correspondence and documents.
• Manage emails, calendars, notifications, and administrative communications.
• Provide administrative support to office leadership and staff.
• Maintain accurate records and organize electronic files.
• Assist with client communications and follow-up activities.
• Utilize firm management and CRM software to track activities, manage workflows, and maintain data accuracy.
• Coordinate schedules, meetings, and administrative projects.
• Support general office operations and ensure tasks are completed efficiently and accurately.

Required Qualifications

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong document formatting and business correspondence skills.
• Excellent attention to detail and organizational abilities.
• Strong verbal and written communication skills.
• Ability to learn and effectively use cloud-based CRM and firm management software.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor and commitment to excellent client service

Preferred Qualifications

• Previous administrative assistant, executive assistant, office coordinator, or related administrative experience.
• Experience working with CRM, accounting, legal, financial services, or professional services software systems.
• Strong computer skills and adaptability to new technology platforms.

Ideal Candidate

The successful candidate is professional, dependable, technically proficient, and capable of producing polished business communications while supporting the daily administrative needs of a growing professional services firm.

Desired Skills and Experience

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong document formatting and business correspondence skills.
• Excellent attention to detail and organizational abilities.

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).