Administrative Assistant (Part Time)

Vaco by Highspring; New York (NY); On-site; USD 28,000 - 41,000; Part time

Job summary

Vaco by Highspring is seeking a Part-Time Administrative Assistant to support daily office operations in Brooklyn, NY. This onsite role requires 20 hours per week, typically 10 AM to 3 PM EST Monday through Thursday.

The position handles front desk tasks, scheduling, filing, data entry, mail, and general clerical support, using Microsoft Office or Google Workspace. A 1–3 year background in office or customer service is preferred; reliability and strong communication are essential.

Qualifications

• 1–3 years of general office, clerical, or customer service experience preferred.
• Proficiency with Microsoft Office or Google Workspace.
• Clear written and verbal communication skills.

Responsibilities

• Front Desk & Communications: Answer incoming calls, route messages, monitor central email inboxes, and greet visitors warmly.
• Scheduling & Calendar Management: Coordinate meetings, maintain shared calendars, and send meeting reminders.
• Filing & Data Entry: Maintain physical and digital filing systems, input accurate records, and update client or operational databases.
• Mail & Supplies: Sort daily mail and deliveries, track office supply inventory, and restock items as needed.
• General Clerical Support: Draft basic correspondence, organize receipts or invoices, format documents, and support general staff tasks.

Skills

1-3 years experience

Microsoft Office

Google Workspace

Communication

Organization

Reliability

Tools

Microsoft Word

Excel

Outlook

Job description

Title: Part Time Administrative Assistant (20 hours a week)

Contract potential to extend (10 weeks)

Location: Brooklyn, NY

Must work onsite from 10 AM -3 PM EST (Monday -Thursday)

We are seeking an organized, dependable Part-Time Administrative Assistant to handle daily office operations and clerical support. This role ensures smooth day-to-day workplace operations by managing schedules, handling communications, maintaining files, and supporting team administrative needs.

Client: Non Profit Org

Payrate: $25/hr

Key Responsibilities

• Front Desk & Communications: Answer incoming calls, route messages, monitor central email inboxes, and greet visitors warmly.
• Scheduling & Calendar Management: Coordinate meetings, maintain shared calendars, and send meeting reminders.
• Filing & Data Entry: Maintain physical and digital filing systems, input accurate records, and update client or operational databases.
• Mail & Supplies: Sort daily mail and deliveries, track office supply inventory, and restock items as needed.
• General Clerical Support: Draft basic correspondence, organize receipts or invoices, format documents, and support general staff tasks.

Qualifications & Skills

• Experience: 1-3 years of general office, clerical, or customer service experience preferred.
• Software: Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace (Docs, Sheets, Gmail).
• Communication: Clear written and verbal communication skills.
• Organization: Strong attention to detail, time-management skills, and ability to multitask in a workplace setting.
• Reliability: High degree of professionalism, punctuality, and respect for confidential information.

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.

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).