Executive Administrative Assistant POST NUMBER: 452954
Job Title: Administrative & Personal Assistant to CEO
Location: Midtown Manhattan (Off 5th Avenue)
Schedule: Full-Time, Onsite
Compensation: $65,000 – $80,000 (Based on Experience)
Position Overview:
A private office in Midtown Manhattan is seeking a highly organized and detail-oriented Administrative & Personal Assistant to support the CEO across both professional and personal matters. This role is ideal for someone who thrives in high-expectation environments, maintains discretion, and can manage shifting priorities with ease.
Key Responsibilities:
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Provide comprehensive administrative support to the CEO, including scheduling, travel coordination, phone and email correspondence, and expense management
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Prioritize and manage the CEO’s calendar, appointments, and meetings based on time sensitivity and strategic needs
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Act as a gatekeeper and liaison for both internal and external contacts
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Coordinate domestic and international travel arrangements and prepare detailed itineraries
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Handle confidential materials and sensitive information with the highest level of discretion
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Manage personal errands, household scheduling, vendor coordination, and special projects as needed
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Assist in organizing events, preparing meeting materials, and tracking ongoing projects
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Ensure the CEO remains organized and well-prepared for daily obligations and key meetings
Qualifications:
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Bachelor’s degree required
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3 years of experience in an administrative or personal assistant role, ideally supporting senior leadership
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Strong proficiency in Microsoft Outlook, Word, Excel, and basic social media tools
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Excellent verbal and written communication skills
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High degree of professionalism, sound judgment, and reliability
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Ability to anticipate needs, think critically, and offer solutions
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Strong attention to detail, with superior organizational and time management skills
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Comfortable working independently in a fast-paced, high-demand environment
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Ability to travel occasionally as required
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.