Front Desk Receptionist/Admin Assistant

Vaco by Highspring; Wilmington (OH); On-site; USD 32,000 - 42,000; Full time

Job summary

Vaco by Highspring in Wilmington, Ohio, is seeking a Receptionist/Administrative Assistant to be the first point of contact for visitors and employees. You will handle front desk duties, phone screening, and general administrative tasks while supporting recruiting and onboarding activities.

The role requires a high school diploma, strong communication, and organization, with the ability to multitask in a busy environment and work both independently and with a team.

Qualifications

• High school diploma or equivalent.
• At least one year of receptionist/administrative experience.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and standard computer apps.
• Strong organizational skills and attention to detail.
• Ability to prioritize, multitask, and manage competing responsibilities.
• Capable of working independently and in a team.

Responsibilities

• Greet and welcome visitors in a professional manner.
• Answer, screen, and direct incoming calls.
• Provide general information about the organization and services.
• Maintain a clean, organized reception area and manage mail.
• Schedule appointments and conference room reservations.
• Support recruiting and onboarding activities, including interview coordination.
• Assist with pre-employment clearance and recruiting events.
• Serve as a backup for recruiting-related admin tasks.

Skills

Receptionist experience

Verbal communication

Written communication

Microsoft Office

Organizational skills

Multitasking

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

We are seeking a professional and organized Receptionist/Administrative Assistant to serve as the first point of contact for visitors, employees, and candidates. This role is responsible for a variety of front desk and administrative functions, including greeting guests, managing phone communications, supporting recruiting and onboarding activities, and maintaining an organized reception area. The ideal candidate is customer-focused, detail-oriented, and able to effectively manage multiple priorities in a fast-paced environment.

Responsibilities

• Greet and welcome visitors in a friendly, professional, and courteous manner.
• Answer, screen, and direct incoming phone calls to the appropriate individual or department.
• Provide general information regarding the organization, its products, and services.
• Maintain a clean, organized, and professional reception area.
• Process incoming and outgoing mail, deliveries, and packages.
• Schedule appointments, meetings, and conference room reservations as needed.
• Perform general administrative duties and provide support for special projects as assigned.
• Provide administrative support to the recruiting team, including but not limited to:
  • Coordinating candidate interviews.
  • Assisting with new hire onboarding and pre-employment clearance activities.
  • Supporting job fairs and other recruiting events.
  • Conducting candidate screening.
  • Serving as a backup for recruiting-related administrative responsibilities as needed.

Qualifications

• High school diploma or equivalent required.
• At least one year of experience in a receptionist, administrative, or similar support role.
• Excellent verbal and written communication skills with strong interpersonal abilities.
• Proficiency with Microsoft Office and other standard computer applications.
• Strong organizational skills with exceptional attention to detail.
• Ability to effectively prioritize, multitask, and manage competing responsibilities.
• Capable of working both independently and collaboratively in a team environment.

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).