We are partnering with a fast-paced, growing organization to identify a highly proactive Executive Assistant to support senior leadership. This role requires a strategic thinker who thrives in a dynamic environment and can operate with a high level of ownership, discretion, and professionalism.
Position Overview
This position will provide high-level administrative and operational support to executive leadership, managing complex priorities and ensuring seamless day-to-day operations. The ideal candidate is proactive, detail-oriented, and excels at anticipating needs in a fast-moving environment.
Key Responsibilities
- Proactively manage complex executive calendars, ensuring accuracy, prioritization, and efficient time allocation
- Coordinate domestic travel, accommodations, and itineraries for executive leadership
- Plan and execute meetings, off-sites, and executive events, including logistics and materials preparation
- Prepare agendas, presentations, reports, and meeting minutes with a high level of accuracy
- Process expense reports and reconcile corporate credit card statements
- Serve as a liaison between executives and internal/external stakeholders
- Support cross-functional projects and adjust priorities to meet changing business needs
- Identify process improvements and implement efficiencies to enhance executive productivity
Qualifications
- 5+ years of experience supporting two or more senior-level executives
- Strong experience managing complex calendars in a fast-paced environment
- Proven ability to handle travel coordination, meeting logistics, and event planning
- Experience processing expense reports and managing corporate credit card reconciliations
- Advanced proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel)
- Experience with Concur, TripIt, or similar travel/expense tools preferred
- Excellent organizational, multitasking, and prioritization skills
- Strong communication skills with the ability to build relationships across all levels
- High level of professionalism and discretion when handling confidential information
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.