Executive Assistant POST NUMBER: 480564
Executive Partnership & Strategic Support
- Manage and optimize a complex executive calendar, ensuring time is aligned with strategic priorities
- Prioritize meetings, requests, and commitments to maximize executive effectiveness
- Prepare meeting agendas, briefing materials, talking points, and follow-up action items
- Serve as a gatekeeper and trusted advisor on scheduling and competing priorities
- Anticipate needs, identify potential conflicts, and proactively recommend solutions
- Help create systems that allow the executive to focus on 3–4 high-impact priorities each day
- Provide thoughtful communication support and correspondence management
Process Improvement & Operational Excellence
- Evaluate current workflows and identify opportunities to improve efficiency and scalability
- Leverage technology, automation, and AI tools to streamline administrative and operational processes
- Recommend and implement new systems that improve organization, communication, and productivity
- Continuously look for ways to increase capacity and reduce administrative burden across the organization
Office & Administrative Operations
- Support day-to-day office operations and serve as a key point of coordination for the workplace
- Manage conference room scheduling and meeting logistics
- Coordinate office vendors, including janitorial and facility services
- Oversee kitchen and office supply inventory and replenishment
- Assist with office events, meetings, and special projects
- Support the organization's upcoming office relocation and ongoing workplace initiatives
Travel & Event Coordination
- Coordinate domestic travel arrangements, accommodations, transportation, and dining reservations
- Manage logistics for executive meetings, board meetings, and special events
- Ensure seamless execution of travel and event plans while anticipating potential issues
Executive & Board-Level Communication
- Interface professionally with board members, executives, external partners, and key stakeholders
- Exercise exceptional judgment, discretion, and confidentiality
- Represent the executive and organization with professionalism and executive presence in all interactions
What We're Looking For
Required Qualifications
- 7 years of Executive Assistant, Chief of Staff, Chief Administrative Officer support, or related executive support experience
- Experience supporting senior executives in large, complex organizations
- Demonstrated ability to manage highly dynamic calendars and competing priorities
- Experience interacting with executive leadership teams, boards of directors, and C-suite stakeholders
- Exceptional written and verbal communication skills
- Strong organizational skills with impeccable attention to detail
- Ability to maintain confidentiality and exercise sound judgment
Preferred Qualifications
- Experience supporting executives within Fortune 100, Fortune 500, or similarly complex organizations
- Experience managing board communications and executive-level meetings
- Strong process improvement and operational optimization background
- Familiarity with AI tools and emerging technologies that improve productivity and efficiency
- Experience leading special projects and cross-functional initiatives
- Prior office management or workplace operations experience
Success in This Role
The successful candidate is someone who:
- Naturally takes ownership and looks for opportunities to contribute beyond the job description
- Has the confidence to challenge inefficiencies and recommend better approaches
- Operates with urgency, professionalism, and sound judgment
- Creates calm and structure in fast-paced environments
- Is energized by helping executives and organizations operate at a higher level
- Constantly asks, "How can we do this better?"
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.