Executive Assistant

Role Overview

This position is for a highly polished Executive Assistant who will provide senior-level administrative support to the President and Chief Operating Officer. The role is designed for someone who can act as a reliable partner, keep priorities moving, coordinate demanding schedules, and help business initiatives run smoothly. Success in this job requires strong organization, excellent judgment, a high level of discretion, and the ability to perform well in a fast-moving, high-expectation environment.

Key Responsibilities

• Deliver broad executive support to the President and COO while handling competing priorities with professionalism, confidentiality, and strong attention to detail.
• Organize intricate calendars, meetings, and business commitments across several stakeholders so leadership is always prepared and well informed.
• Oversee all logistics for executive meetings, leadership gatherings, presentations, speaking commitments, and strategic planning sessions.
• Act as a primary coordination hub between executives, internal departments, outside partners, customers, and vendors.
• Look ahead to identify scheduling issues or operational bottlenecks and resolve them before they affect the workflow.
• Draft and organize agendas, meeting packs, briefing notes, presentations, reports, and post-meeting follow-up items.
• Monitor deliverables, commitments, and deadlines to keep stakeholders accountable and work progressing on time.
• Support information sharing and communication across teams to improve alignment and decision-making.
• Assist with special projects and strategic initiatives by coordinating people, resources, and timelines to achieve outcomes.
• Suggest and apply improvements to administrative routines, workflows, and operating practices that raise efficiency and productivity.
• Arrange executive travel with detailed itinerary planning and logistics handling.
• Strengthen team operations by helping with cross-functional coordination, stepping in when coverage is needed, and supporting onboarding and best-practice processes.

Required Qualifications

• At least 5 years of experience supporting senior leaders, ideally at the C-suite level.
• Strong abilities in organization, project coordination, and time management.
• Excellent written and spoken communication skills, paired with a professional and polished demeanor.
• Demonstrated skill in handling highly confidential information with care and integrity.
• Sound business judgment, critical thinking, and problem-solving ability.
• Comfort working independently, setting priorities, and adjusting quickly as business needs change.
• Proven experience managing multiple projects and stakeholders at the same time.
• Advanced proficiency in Microsoft Office, Google Workspace, and modern collaboration platforms.
• Prior experience supporting executive leadership in a fast-moving, growth-focused environment is an advantage.

Additional Information

The compensation for this position is influenced by several factors, including skills, experience, training, licensure, certifications, office location, geographic considerations, and business needs. Where local law requires salary disclosure, the posted range in the original listing applies. In addition to base pay, the role may qualify for discretionary bonuses and access to medical, dental, and vision benefits, along with a 401(k) retirement plan or similar retirement benefits.

Application, Talent Pool, and Screening Notice

Unless otherwise stated, this role is currently occupied. By applying, candidates agree to be considered for Vaco by Highspring's talent pool for future openings that match similar qualifications. Applications may also be subject to AI-assisted preliminary screening to verify minimum requirements, after which recruiters and hiring managers complete further review. The company notes that it does not know which tools clients may use in final hiring decisions.

Equal Opportunity Notice

Highspring LLC, doing business as Vaco by Highspring, and its parents, affiliates, and subsidiaries are committed to equal opportunity and full inclusion. Employment decisions are made without regard to protected characteristics under applicable law, including race, color, sex, pregnancy or related conditions, religion or creed, national origin, citizenship, age, disability, veteran status, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or other legally protected traits. Reasonable accommodations are available for individuals who need them during the hiring process.

Representation Notice

By applying, candidates grant Vaco by Highspring the exclusive right to present them for this opportunity and agree that the information they provide is accurate. Applicants also agree to keep position details confidential to the extent permitted by law and to disclose them only as needed for the application process. In return, Vaco by Highspring will use reasonable efforts to represent the candidate through solicitation, screening, and resume distribution.

Privacy Notice

Vaco by Highspring states that its privacy policies are available for applicants in California, Virginia, all other U.S. states, Canada, and countries governed by GDPR and UK GDPR. The company also notes that AI may be used for preliminary screening focused on minimum job requirements, with additional review performed by recruiters and hiring managers.

Pay Transparency Notice

Compensation depends on multiple factors, including the candidate's skills, experience, training, certification or licensure requirements, office location, geographic considerations, and other organizational needs. The company indicates that the salary range referenced in the posting is intended to reflect base pay in locations where disclosure is required. Eligible employees may also receive discretionary bonuses and/or participate in medical, dental, vision, and retirement benefits.