Bilingual Accounting Administrative Assistant POST NUMBER: 485295

We are seeking a proactive, detail-oriented Bilingual Accounting & Finance Administrative Assistant to provide high-level administrative and operational support to the Accounting Leadership Team.
This role plays a crucial part in ensuring smooth departmental operations across financial reporting, compliance, audit support, expense administration, and cross-functional coordination. The ideal candidate thrives in a fast-paced environment, excels at managing competing priorities, and maintains high standards of discretion and accuracy.
Key Responsibilities

• Departmental & Executive Support:
  • Provide direct administrative support to senior finance leadership, including complex calendar management, correspondence drafting, meeting logistics, and travel arrangements.
  • Prepare and submit executive expense reports, ensuring all supporting documentation complies with corporate policy.
  • Oversee departmental staff onboarding and offboarding workflows, including maintaining team learning and reference materials.
• Financial & Compliance Support:
  • Assist in compiling supporting documentation for internal and external audits; maintain compliance tracking calendars for filing and reporting deadlines.
  • Support the preparation, formatting, and distribution of financial reporting packages, dashboards, and executive presentations.
  • Coordinate vendor onboarding procedures, ensuring proper documentation and compliance verification.
• Expense & Operations Administration:
  • Administer corporate expense management software, overseeing employee expense submissions, reviews, and reporting.
  • Manage corporate travel and ground transportation programs, monitoring usage and providing expense analysis to leadership.
  • Support corporate fleet administration tasks, including maintaining vehicle titles, registrations, insurance records, and active fleet logs.
• Team Coordination & Documentation:
  • Maintain centralized department records, including schedule tracking, attendance logs, and internal operating procedures.
  • Collaborate with cross-functional teams to streamline communication and support corporate initiatives.

Qualifications & Requirements

• Language: Bilingual Spanish

• Education: Bachelor’s degree in Business Administration, Accounting, or a related field.
• Experience: 1-3 years of progressive administrative experience within an Accounting, Finance, or corporate operations environment.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with corporate expense platforms and database reporting tools.

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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.