Executive Assistant POST NUMBER: 445762
Position: Executive Assistant
Location: Fully on-site, NYC 10003
Start: Targeting late May, early June start date
Duration: 4-5 months (Covering for a maternity leave)
Schedule: 9:00 AM – 5:00 PM EST
Payrate: $40/hr-$45/hr
**Must have experience supporting C-Suite level executives
We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to our executive team. The ideal candidate will have extensive experience managing complex calendars, coordinating meetings across time zones, and anticipating the needs of a fast-paced executive environment. This role is essential to ensuring the smooth operation of day-to-day executive functions and acting as a gatekeeper and liaison on behalf of leadership.
Key Responsibilities:
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Provide executive-level administrative support to one or more senior leaders.
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Manage complex and frequently changing calendars, including scheduling meetings, appointments, conference calls, and travel.
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Coordinate internal and external meetings with multiple stakeholders, often across time zones.
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Prepare agendas, take minutes, and follow up on action items as needed.
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Handle high-volume email correspondence and ensure timely responses.
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Make travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
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Support with expense reporting, invoice processing, and budget tracking.
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Maintain confidentiality and handle sensitive information with discretion.
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Serve as a point of contact between executives and internal/external partners.
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Proactively identify and address scheduling conflicts, priorities, and changes.
Qualifications:
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Bachelor’s degree or equivalent work experience.
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3-5 years of experience as an Executive Assistant, preferably in a fast-paced, high-growth environment.
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Demonstrated expertise in calendar and schedule management, including prioritizing conflicting demands.
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Proficiency with Microsoft Office Suite and calendar tools (Outlook, Google Calendar, Zoom, Teams, etc.).
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Exceptional organizational skills and attention to detail.
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Strong communication and interpersonal skills.
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Ability to work independently, prioritize effectively, and adapt to changing needs.
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High level of professionalism, discretion, and confidentiality.
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.