Executive Administrative Assistant

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We are seeking a highly organized, proactive, and discreet Executive Administrative Assistant to provide high-level administrative support to senior executives. The ideal candidate will manage complex schedules, handle confidential information, coordinate communications, and ensure the smooth operation of executive-level activities. This role requires exceptional attention to detail, strong judgment, and the ability to anticipate needs in a fast-paced environment.

• Provide comprehensive administrative support to executive leadership
• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements
• Prepare, review, and edit correspondence, reports, presentations, and other documents
• Serve as a primary point of contact between executives and internal/external stakeholders
• Coordinate meetings, including agenda preparation, materials, logistics, and follow-up action items
• Handle confidential and sensitive information with the highest level of discretion
• Screen and prioritize emails, phone calls, and other communications
• Track deadlines, projects, and deliverables to ensure timely completion
• Assist with expense reports, invoices, and budget tracking as needed
• Support special projects and initiatives as assigned

• Proven experience as an Executive Administrative Assistant or in a similar senior administrative role
• Exceptional organizational, time-management, and multitasking skills
• Strong written and verbal communication skills
• High level of professionalism, discretion, and integrity
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace
• Ability to work independently and exercise sound judgment
• Strong problem-solving skills and attention to detail

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. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.