Sr. Administrative Assistant POST NUMBER: 450105
We are seeking a highly organized, detail-oriented Sr. Administrative Assistant to support the personal and professional needs of a high-level executive and their family. This role will work closely with an Executive Assistant to manage complex scheduling, travel arrangements, and a range of administrative responsibilities. The ideal candidate thrives in a fast-paced environment, adapts quickly to shifting priorities, and exercises sound judgment when handling sensitive information and urgent matters.
Key Responsibilities:
- Support daily operations through expert calendar coordination, meeting scheduling, and proactive conflict resolution across multiple time zones.
- Ensure seamless logistics and communication for appointments, events, and engagements.
- Coordinate domestic and international travel arrangements, including flights, accommodations, dining, and ground transportation.
- Assist with booking and confirming travel for family members; manage itineraries and respond to last-minute changes.
- Handle personal tasks such as scheduling medical appointments, submitting insurance claims, coordinating shipments, and managing purchases.
- Collaborate with household staff and vendors (e.g., florists, drivers) to ensure day-to-day needs are met efficiently.
- Help organize private events and gatherings, managing guest lists, preferences, seating arrangements, and catering details.
- Provide basic administrative support including scanning, expense reporting, and greeting guests.
- Prepare for high-priority virtual meetings by coordinating with IT to troubleshoot in advance.
- Participate in meal and dining planning, including making reservations and updating calendars accordingly.
- Take on additional tasks and projects as needed to support the team.
- 5 years of experience supporting C-level executives or high-profile individuals in a combined executive/personal assistant role.
- Background in estate or household management is a plus.
- Bachelor's degree preferred.
- Proficiency in Microsoft Office and general tech troubleshooting.
- Excellent written and verbal communication skills.
- Experience planning high-end events and familiarity with luxury lifestyle services a bonus.
- Discreet and professional with a strong sense of confidentiality.
- Exceptional attention to detail, follow-through, and ability to manage competing priorities.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.
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.