Administrative Assistant POST NUMBER: 450002
Role: Administrative Assistant
Payrate: $26/hr -$28/hr
3-6 month TEMP
Location: Midtown, NY (4 days a week onsite!)
Job Summary:
We are seeking a highly organized, proactive, and adaptable Administrative Assistant to provide dedicated support to the Head of Product Management, Head of Strategic Initiatives, and Deputy Chief Information Security Officer (CISO). This role requires exceptional communication and multitasking skills, discretion, and the ability to work effectively in a dynamic and fast-paced entertainment industry environment. The ideal candidate is a self-starter who thrives in supporting cross-functional leadership and sensitive projects across product development, strategic planning, and cybersecurity.
Key Responsibilities:
Executive Support:
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Manage calendars, schedule meetings, coordinate conference calls and video meetings across multiple time zones.
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Prepare and organize materials for meetings, presentations, and briefings.
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Handle travel arrangements, itineraries, and expense reports.
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Act as a gatekeeper for time and priorities, ensuring optimal daily workflow for each supported executive.
Communication & Coordination:
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Liaise with internal teams including Product, Security, Legal, Strategy, and IT to support collaborative initiatives.
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Draft, proofread, and manage communications, reports, memos, and presentations on behalf of the supported executives.
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Track and follow up on action items and project deadlines.
Administrative Operations:
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Maintain document management systems, filing, and data organization for strategic, product, and security-related documentation.
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Support coordination of off-sites, team events, workshops, and vendor engagements.
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Help manage departmental budgets, invoices, and procurement tracking as needed.
Qualifications:
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3 years of administrative or executive assistant experience, ideally supporting senior leadership in technology, strategy, or security.
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Experience in the entertainment industry or a high-paced creative/technical environment preferred.
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Proficient in Microsoft Office Suite, Google Workspace, and collaboration tools like Slack, Zoom, Confluence, and Asana/Trello.
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Exceptional organizational, written, and verbal communication skills.
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Demonstrated discretion in handling confidential information.
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Ability to anticipate needs, prioritize tasks, and pivot quickly in a dynamic setting.
Preferred Attributes:
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A strong interest in media, digital entertainment, or cybersecurity.
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Comfortable working in hybrid or remote team structures.
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A proactive mindset with a focus on continuous improvement and operational efficiency.
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Team player who enjoys being part of a mission-driven, creative, and innovative environment.
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.