Executive Assistant POST NUMBER: 308888
Client: Established financial services organization
Title: Executive Assistant & Board Liaison
Salary: $40–$45 per hour
Location: Rye, NY
Job Description:
An established financial services organization is seeking an experienced Executive Assistant & Board Liaison for a temporary assignment expected to run through at least the end of April.
This role is heavily focused on Board and committee support, with additional direct support to the CEO. The ideal candidate will be highly organized, polished, discreet, and comfortable managing board communications, governance-related deadlines, meeting logistics, and executive-level administrative needs.
Responsibilities
- Manage the full lifecycle of Board and committee meetings, including scheduling, agendas, materials, invitations, and follow-up.
- Serve as a primary point of contact for Board members and executive leadership.
- Prepare and distribute Board and committee materials and meeting decks.
- Attend Board and committee meetings and take detailed meeting minutes.
- Track required Board training, compliance items, governance documentation, and related deadlines.
- Coordinate Board events, conferences, travel, dinners, presentations, and meeting logistics.
- Support annual and recurring governance activities, including committee meetings and Board assessments.
- Manage CEO scheduling, meetings, travel arrangements, and ad hoc administrative needs.
- Prepare correspondence, reports, presentations, and confidential documents.
- Track receipts, expenses, invoices, and related executive and Board documentation.
- Assist with special projects and provide logistical support as needed.
Qualifications
- 5 years of Executive Assistant, Board Liaison, or similar senior administrative experience preferred.
- Experience working directly with a Board of Directors strongly preferred.
- Strong written communication, grammar, and meeting-minutes experience.
- Highly organized with strong attention to detail and follow-through.
- Professional, discreet, and comfortable handling confidential information.
- Strong Microsoft Office skills and ability to learn new systems quickly.
- Able to work independently, anticipate needs, and manage multiple priorities.
- Financial services or financial institution experience is a plus, but not required.
- High school diploma or equivalent required.
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.