Executive Assistant/Board Liasion POST NUMBER: 308633
Client: Financial Services Organization
Role: Executive Assistant/Board Liaison
Payrate: $38/hr-$45/hr
Contract until Early May
Hybrid 4-5 days onsite with monthly board meetings once a month
Location: Rye, NY
Role Overview
We are seeking an exceptionally organized, proactive, and discreet Executive Assistant & Board Liaison to support our Chief Executive Officer and Board of Directors.
In this high-visibility position, you will manage executive operations and serve as the central point of contact for a 13 to 14-member governing Board. This role demands sharp organizational acumen, polished communication skills, and the independent judgment required to navigate complex governance and executive workflows in a fast-paced environment.
What You'll Do
Board Governance & Logistics
- Meeting Lifecycle: Direct the scheduling, agenda preparation, document distribution, and minute-taking for all Board and committee meetings (virtual and in-person).
- Board Relations: Serve as the primary administrative bridge between executive leadership, committee chairs, and 13–14 Board members.
- Portal Management: Administer the board management platform (OnBoard), ensuring strict data accuracy, timely document uploads, and appropriate user permissions.
- Compliance & Records: Maintain official board records, bylaws, policies, and regulatory compliance documents. Track required training and ensure proper legal/management reviews.
- Subcommittee Support: Manage administrative needs (scheduling, travel, documentation) for task forces and key committees, including Supervisory, Governance, Finance, Compensation, and Strategic Planning.
- Onboarding & Education: Facilitate Board member onboarding, coordinate educational opportunities, and track ongoing fiduciary/governance training.
Executive Office Operations
- Calendar & Travel: Manage complex calendar scheduling, travel itineraries, and daily logistics for the CEO.
- Event Execution: Plan and execute on-site logistics for board retreats, strategic planning sessions, and annual meetings, overseeing venue sourcing, catering, contracts, and AV needs.
- Executive Communications: Draft, proofread, and prepare confidential correspondence, board decks, reports, and executive presentations.
- Financial Administration: Process expense reports, vendor invoices, Statements of Work (SOWs), and corporate card reconciliations in alignment with organizational guidelines.
- Special Projects: Lead or assist with priority strategic projects assigned directly by the CEO.
Who You Are
- Experience: Demonstrated experience supporting C-suite executives and/or serving as a Board Liaison. Experience within financial services, banking, or credit unions is strongly preferred.
- Work Arrangement: Available to work on-site in Rye, NY, with flexibility for occasional overnight travel as needed.
- Education: High School Diploma or equivalent required (Bachelor’s degree preferred).
- Technical Skills: Highly proficient in Microsoft Office Suite, virtual meeting tools (Zoom, Teams), board portal software, and digital file management.
- Core Competencies:
- Exceptional written and verbal communication skills with meticulous attention to detail, grammar, and minute-taking precision.
- Absolute integrity and discretion in handling sensitive corporate, regulatory, and financial data.
- Strong problem-solving mindset with the ability to anticipate executive needs, pivot quickly under changing priorities, and drive tasks to completion independently.
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.
Representation Notice
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.
For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
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.
Additionally, 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. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.
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.