Administrative Assistant

Vaco by Highspring; Wilmington (MA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental & vision benefits

401(k) retirement plan

Job summary

Vaco by Highspring in Wilmington, MA seeks an Administrative Assistant to support a busy sales team with day-to-day admin and customer support, ensuring sales operations run smoothly on-site.

Responsibilities include handling calls and emails, preparing quotes and orders, coordinating with vendors, assisting leadership with reporting, and maintaining organized documentation while delivering excellent customer service.

Qualifications

• Requires high school diploma or equivalent; Bachelor's degree preferred.
• 2+ years of office experience preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Access.
• Strong organizational and time-management skills.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Provide administrative support to the sales team.
• Answer customer calls and respond to emails.
• Prepare customer quotes and process orders.
• Obtain pricing and information from vendors.
• Assist sales leadership with reporting and special projects.
• Maintain accurate and organized documentation.
• Provide excellent customer service while managing multiple priorities.

Skills

Organizational skills

Time management

Multitasking

Written & verbal communication

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Access

Job description

Schedule: Monday-Friday, 9:00 AM-5:30 PM | On-site

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support a busy sales team. This individual will provide day-to-day administrative and customer support while helping ensure sales operations run efficiently.

Responsibilities

• Provide administrative support to the sales team.
• Answer customer calls and respond to emails.
• Prepare customer quotes and process orders.
• Obtain pricing and information from vendors.
• Assist sales leadership with reporting and special projects.
• Maintain accurate and organized documentation.
• Provide excellent customer service while managing multiple priorities.

Qualifications

• High school diploma or equivalent required; Bachelor's degree preferred.
• 2+ years of office experience preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Access.
• Strong organizational and time-management skills.
• Ability to multitask in a fast-paced environment.
• Strong written and verbal communication skills.

Determining compensation

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.

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].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

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.

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.

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).