Project Admin Assistant

Employment Type: Contract (3 months to start)
Location: Blue Ash, OH
Schedule: Onsite during training (approximately 2 weeks), then hybrid schedule with 2 days onsite and 3 days remote.

We are seeking an experienced Administrative Assistant to provide support to senior executives and the corporate legal team. This role will split responsibilities between executive administrative support and legal administrative support, making it an excellent opportunity for someone with strong organizational skills and experience working with legal documentation.

The ideal candidate will have prior administrative experience, excellent attention to detail, and the ability to handle confidential information. Experience supporting legal departments or working with contracts and legal documentation is highly preferred.

• Provide administrative support to executive leadership and the corporate legal team.
• Organize and prioritize workload to meet deadlines and support departmental objectives.
• Create, update, and maintain presentations, correspondence, reports, spreadsheets, and other business documents.
• Proofread and edit materials for accuracy, consistency, and formatting.
• Compile, coordinate, and distribute reports, meeting agendas, and other communications.
• Schedule meetings, appointments, conferences, and coordinate travel arrangements.
• Manage calendars for assigned personnel.
• Review, upload, execute, and maintain legal documents and contracts.
• Answer and direct incoming phone calls professionally.
• Establish and maintain filing systems and records management processes.
• Manage incoming and outgoing mail and document distribution.
• Assist with office administration, including supply inventory, copying, printing, and general clerical support.
• Utilize SAP to create requisitions and process receipt of goods and services, as needed.
• Provide backup administrative support across the office as required.
• Perform additional duties as assigned.
  
  

• Associate degree preferred.
• Minimum of 5 years of experience in an administrative support role or an equivalent combination of education and experience.
• Previous legal administrative experience strongly preferred.
• Experience reviewing, processing, and maintaining contracts and legal documentation is highly desirable.
• Strong proficiency with Microsoft Office and office-related software applications.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience with SAP is a plus.
  

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 HR@vaco.com .

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

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.

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.

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).