Executive Assistant

Executive Partnership & Strategic Support

• Manage and optimize a complex executive calendar, ensuring time is aligned with strategic priorities
• Prioritize meetings, requests, and commitments to maximize executive effectiveness
• Prepare meeting agendas, briefing materials, talking points, and follow-up action items
• Serve as a gatekeeper and trusted advisor on scheduling and competing priorities
• Anticipate needs, identify potential conflicts, and proactively recommend solutions
• Help create systems that allow the executive to focus on 3-4 high-impact priorities each day
• Provide thoughtful communication support and correspondence management

• Evaluate current workflows and identify opportunities to improve efficiency and scalability
• Leverage technology, automation, and AI tools to streamline administrative and operational processes
• Recommend and implement new systems that improve organization, communication, and productivity
• Continuously look for ways to increase capacity and reduce administrative burden across the organization

• Support day-to-day office operations and serve as a key point of coordination for the workplace
• Manage conference room scheduling and meeting logistics
• Coordinate office vendors, including janitorial and facility services
• Oversee kitchen and office supply inventory and replenishment
• Assist with office events, meetings, and special projects
• Support the organization's upcoming office relocation and ongoing workplace initiatives

• Coordinate domestic travel arrangements, accommodations, transportation, and dining reservations
• Manage logistics for executive meetings, board meetings, and special events
• Ensure seamless execution of travel and event plans while anticipating potential issues

• Interface professionally with board members, executives, external partners, and key stakeholders
• Exercise exceptional judgment, discretion, and confidentiality
• Represent the executive and organization with professionalism and executive presence in all interactions

• 7+ years of Executive Assistant, Chief of Staff, Chief Administrative Officer support, or related executive support experience
• Experience supporting senior executives in large, complex organizations
• Demonstrated ability to manage highly dynamic calendars and competing priorities
• Experience interacting with executive leadership teams, boards of directors, and C‑suite stakeholders
• Exceptional written and verbal communication skills
• Strong organizational skills with impeccable attention to detail
• Ability to maintain confidentiality and exercise sound judgment

• Experience supporting executives within Fortune 100, Fortune 500, or similarly complex organizations
• Experience managing board communications and executive-level meetings
• Strong process improvement and operational optimization background
• Familiarity with AI tools and emerging technologies that improve productivity and efficiency
• Experience leading special projects and cross‑functional initiatives
• Prior office management or workplace operations experience

The successful candidate is someone who:

• Namely takes ownership and looks for opportunities to contribute beyond the job description
• Has the confidence to challenge inefficiencies and recommend better approaches
• Operates with urgency, professionalism, and sound judgment
• Creates calm and structure in fast‑paced environments
• Is energized by helping executives and organizations operate at a higher level
• Constantly asks, "How can we do this better?"

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.

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…