Executive Assistant/ Office Manager POST NUMBER: 457760
Job Title: Executive Assistant / Office Manager
Job Summary:
The Executive Assistant & Office Manager will provide high-level administrative support to the executive team while overseeing daily office operations. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will serve as a trusted partner to executives, ensuring seamless scheduling, travel coordination, and board-level preparation, while also managing office administration, employee engagement, and vendor relationships.
Key Responsibilities
Executive Support
· Manage and process executive expense reports in a timely and accurate manner.
· Coordinate complex domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
· Maintain and manage executive calendars, scheduling meetings, conference calls, and appointments across time zones.
· Prepare materials for meetings, including agendas, presentations, and follow-up documentation.
· Handle sensitive information with a high level of confidentiality and professionalism.
· Coordinate Board of Directors (BOD) meeting preparation, agenda, list of participants and director's special travel needs.
· Help to coordinate customer and supplier visits.
Office Management
· Oversee daily office operations, ensuring a productive and professional environment.
· Act as the point of contact for vendors, service providers, and building management.
· Manage office supplies, equipment, and technology needs.
· Coordinate company events, team meetings, and employee engagement activities.
· Support onboarding of new employees, including workspace setup and administrative orientation.
· Ensure compliance with office policies and procedures.
· Handle shipments, including R&D material as well as receiving and distributing incoming materials.
$65,000-$75,000/year
On-site position
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
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.
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.
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.
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.