Accounting Administrative Assistant POST NUMBER: 308788
Title: Accounting Administrative Assistant
Location: Long Island City, NY - hybrid 3 days onsite
Salary: $60,000-$65,000
Responsibilities
• Oversee and manage staff onboarding and offboarding processes for the Finance and Accounting teams, including maintaining and updating a centralized learning library.
• Support expense reporting processes, ensuring employee expenses are submitted, reviewed, and filed accurately and promptly.
• Maintain calendars related to audit cycles, statutory filings, and key reporting deadlines; assist in compiling supporting documentation for internal and external audits.
• Manage and maintain department records, including team schedules, attendance logs, vacation calendars, and documentation supporting operational compliance.
• Respond promptly and professionally to internal and external correspondence, including drafting memos, emails, and letters for senior leadership.
• Coordinate and schedule meetings, presentations, and departmental events—manage invites, agendas, meeting materials, and room bookings.
• Collaborate with cross-functional departments to support business operations, improve communication, and ensure alignment on departmental initiatives and projects.
• Assist with the development, formatting, branding, and distribution of financial statement reporting packages, dashboards, internal performance summaries, presentations, reports, and
accounting department templates, ensuring consistency, accuracy, and adherence to corporate standards.
• Provide administrative and project support to accounting leadership as requested.
• Oversee vendor onboarding processes, including vendor verification and the collection of all required documentation to ensure compliance and timely setup.
• Manage and maintain the Concur expense management platform, ensuring accurate processing and administration of expense reporting activities.
• Prepare and submit expense reports for the Senior Vice President of Finance, obtaining and organizing all necessary supporting documentation to ensure compliance with company policies.
• Manage the corporate Uber program for employees, including account administration, user support, and monitoring usage; prepare and provide reporting and analysis to upper management to support expense oversight and operational decision-making.
• Assist with fleet management activities, including onboarding new vehicles and removing inactive vehicles from the enterprise fleet portal.
• Obtain, review, and maintain all required vehicle documentation, including titles, registrations, insurance records, and related compliance documentation.
Qualifications & Competencies
• A high school diploma is required; an associate or bachelor’s degree in business, accounting, or a related field is strongly preferred.
• 3–5 years of relevant administrative experience in an Accounting, Finance, or corporate support role.
• Proficient in Microsoft Office Suite (especially Excel, Word, and Outlook); comfortable working with databases and reporting tools.
• Strong verbal and written communication skills, with the ability to interface professionally at all organizational levels.
• Highly organized and detail-oriented with strong follow-through and time management abilities.
• Skilled at managing multiple priorities simultaneously while maintaining high accuracy and discretion.
• Strong interpersonal skills and a proactive, problem-solving mindset.
• Ability to handle sensitive and confidential information with professionalism and integrity.
By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.EEO Notice
Vaco by Highspring is an Equal Opportunity Employer 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 federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.
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. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also 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: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “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 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;
- 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.