Executive Assistant

Overview

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative support to multiple leaders within our client's organization. This role requires exceptional attention to detail, strong communication skills, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate thrives on complex scheduling, excels in coordinating travel and events, and is proactive in supporting projects as needed.

• Manage complex, dynamic calendars for multiple team members, including scheduling meetings, coordinating availability, and anticipating conflicts.
• Prioritize and manage shifting demands with sound judgment and a high level of discretion.
• Prepare leaders for upcoming meetings by organizing materials, agendas, and logistics.

• Coordinate detailed domestic travel itineraries, including flights, hotels, ground transportation, and expense considerations.
• Prepare comprehensive travel briefs and ensure seamless execution of all arrangements.
• Handle last‑minute changes and troubleshoot travel challenges as they arise.

• Plan, coordinate, and execute internal and external meetings, team events, offsites, and executive gatherings.
• Manage venue research, vendor coordination, catering, A/V needs, materials preparation, and attendee communications.
• Ensure high‑quality experiences and efficient event operations.

• Provide support for special projects, operational initiatives, and cross‑functional tasks as assigned.
• Assist with presentation creation, document preparation, expense reporting, and data organization.
• Maintain confidentiality when handling sensitive information.

• 10+ years of Executive Assistant or senior‑level administrative experience, preferably supporting multiple leaders.
• Financial services industry experience strongly preferred.
• Proven success managing complex calendars and high‑volume meeting workflows.
• Strong proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Excellent communication skills, both written and verbal.
• Highly organized, resourceful, and able to operate independently with minimal direction.
• Ability to anticipate needs, solve problems quickly, and maintain composure under pressure.
• Demonstrated professionalism, discretion, and commitment to service excellence.

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.