Senior Administrative Assistant POST NUMBER: 450235
Are you a highly organized and detail-oriented Administrative & Personal Assistant looking to support a dynamic and fast-paced environment? We are seeking a dedicated professional to provide top-tier administrative and personal support to a high-level executive, with responsibilities spanning both business and personal life. This is a temp-to-hire role based in Newport Beach, CA.
Key Responsibilities
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Provide high-level administrative support as directed by the Personal Executive Assistant.
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Manage complex calendars, schedule meetings and calls, coordinate materials, and handle scheduling conflicts.
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Assist with the organization and execution of domestic and international travel, including booking flights, hotels, and car services.
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Support external calls and interviews through technical troubleshooting in coordination with IT.
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Handle confidential information with discretion and professionalism.
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Offer personal support including travel booking for family members, medical appointment coordination, and insurance matters.
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Coordinate private events and dinners, managing guest lists, seating, catering, and special accommodations.
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Work collaboratively with household staff and other assistants to ensure seamless support across various needs.
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Manage various office tasks such as scanning, copying, expense reports, and welcoming guests.
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Additional ad-hoc duties as assigned.
Qualifications
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5 years of experience as an Executive and/or Personal Assistant, ideally at the C-suite level.
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Prior experience supporting family and estate management.
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Bachelor’s degree preferred.
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Proficiency in Microsoft Office Suite.
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Strong technical troubleshooting abilities.
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Exceptional communication and organizational skills.
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Discretion, sound judgment, and reliability.
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Experience with high-end event planning is a plus.
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Appreciation for high fashion is a bonus.
This is a unique opportunity to work in a multifaceted role that blends executive assistance with personal support in a highly professional setting. If you are a self-starter with impeccable attention to detail and thrive in a fast-moving environment, we encourage you to apply.
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.