Executive Assistant POST NUMBER: 480864

We are seeking a highly polished, professional, and proactive Executive Assistant to provide strategic administrative support to the President and Chief Operating Officer. This individual will serve as a trusted partner, helping drive organizational efficiency by managing priorities, coordinating complex activities, and ensuring the smooth execution of key business initiatives. The ideal candidate is exceptionally organized, exercises sound judgment, maintains the highest level of discretion, and thrives in a fast-paced, high-performance environment.

Key Responsibilities

• Provide comprehensive executive support to the President and COO, managing competing priorities with professionalism, confidentiality, and attention to detail.
• Coordinate complex calendars, meetings, and business activities across multiple stakeholders, ensuring executives are well-prepared and informed.
• Manage end-to-end logistics for executive meetings, leadership events, presentations, speaking engagements, and strategic planning activities.
• Serve as a central point of coordination between executives, internal teams, external partners, customers, and vendors.
• Anticipate needs, identify potential scheduling or operational conflicts, and proactively implement solutions before issues arise.
• Prepare meeting materials, agendas, briefing documents, presentations, reports, and follow-up action items.
• Track deliverables, commitments, and deadlines, ensuring timely execution and accountability across stakeholders.
• Facilitate communication and information flow between departments to support alignment and efficient decision-making.
• Support special projects and business initiatives, coordinating resources and stakeholders to drive successful outcomes.
• Recommend and implement improvements to administrative processes, workflows, and operating practices to enhance productivity and effectiveness.
• Provide support for executive travel, including detailed itinerary planning and logistics management.
• Contribute to team effectiveness by assisting with cross-functional coordination, providing coverage when needed, and supporting onboarding and operational best practices.

Qualifications

• 5 years of experience supporting senior executives, preferably at the C-suite level.
• Exceptional organizational, project management, and time-management skills.
• Outstanding written and verbal communication skills with a polished and professional presence.
• Proven ability to manage highly confidential information with discretion and integrity.
• Strong business judgment, critical thinking, and problem-solving abilities.
• Ability to work independently, prioritize effectively, and adapt to changing business needs.
• Demonstrated success managing multiple projects and stakeholders simultaneously.
• Advanced proficiency with Microsoft Office, Google Workspace, and modern collaboration tools.
• Experience supporting executive leadership in a dynamic, growth-oriented environment is preferred.

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.