Executive Administrative Assistant POST NUMBER: 6556189003
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Work side by side with business leaders to solve complex challenges and make a true impact. Love what you do as part of a diverse organization committed to collaboration and continuous learning.
Description:
We are seeking a highly organized and initiative-taking Executive Administrative Assistant to support the CEO and CFO. This role is pivotal in ensuring smooth operations within the executive office, managing a wide range of administrative and executive support-related tasks. This role is critical in facilitating the execution of strategic initiatives and ensuring effective communication from the office of the CEO. The ideal candidate has experience in managing a wide range of administrative duties, be able to work independently with little or no supervision, has a strong background in business management, excellent project management and communications skills, and the ability to collaborate with diverse teams.
Job Overview:
The Executive Administrative Assistant provides initiative-taking, well-rounded support to help both the CEO and CFO make the most of their time and stay connected with direct reports, colleagues, and external partners. Manages a variety of tasks, from scheduling and meeting prep to follow-ups and coordinating complex travel. Takes initiative to streamline processes, manage projects, and keep information and people organized. Gathers and summarizes research for executives and helps keep things moving behind the scenes. Builds strong relationships across the organization and uses good judgment and discretion to support the executives’ work. May also lead or coordinate support staff and other resources as needed.
Essential Job Functions:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.
Duties and Responsibilities:
- Project manage/facilitate special projects and ensure cross-functional collaboration and alignment with organizational goals.
- Facilitate effective communication and collaboration between the executive team and other departments.
- Prepare and review high-level reports, presentations, and correspondence, including Board of Directors and Investors presentations.
- Coordinate and participate in executive meetings, ensuring follow-up on action items and decisions.
- Assist in the development and monitoring of performance metrics and KPIs.
- Manage and maintain executives’ schedules, including organizing appointments, meetings, and travel arrangements.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Function as a point of contact between executives, employees, clients, and external partners.
- Manage confidential information with discretion and professionalism.
- Manage expense reports for CEO and CFO, and occasional personal financial matters of the CEO.
- Provide leadership and organization for the Executive Administrative Assistants cohort.
- Perform general office duties such as ordering supplies, managing files, and overseeing office equipment maintenance.
- Other duties as assigned.
Desired Competencies:
|
Business communications |
Document preparation |
Inquiry Research |
|
Correspondence development |
Management reporting |
Project Management/Coordination |
|
Data analysis |
Presentation Development |
Logistics management |
Education & Experience:
- Bachelor’s degree in business administration, management, or a related field; MBA or advanced degree preferred or proven 10 years’ experience in a similar role, with a history of managing complex projects and initiatives.
- Strong leadership and organizational skills.
- Excellent written and oral communication and people skills.
- Ability to think strategically and execute methodically.
- Proficiency in Microsoft Office Suite; superior PowerPoint, Excel skills
- Ability to work well under pressure and manage multiple tasks simultaneously.
- Important level of integrity and ability to maintain confidentiality.
Experience (Preferred):
- Experience in a corporate or financial environment.
- Familiarity with project management tools and processes
Location:
In office (hybrid)
Travel Requirements:
Less than 20%
Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position:
Frequent: Prolonged working at a desk, sitting, walking, eye/hand/foot coordination and repetitive motion
Occasional: Standing and bending
Infrequent: Lifting up to 10 pounds
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 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.