Executive Assistant

We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Vice President of Sales and Vice President of Marketing. This role is responsible for managing day-to-day executive coordination, ensuring schedules, communications, and priorities are aligned to support fast-paced commercial and marketing functions.

• Manage complex calendars for the VP of Sales and VP of Marketing, including scheduling internal meetings, external calls, and travel
• Coordinate meetings and key business activities across sales, marketing, and cross-functional teams
• Prepare, edit, and organize presentations, reports, and executive communications
• Serve as a point of contact for internal and external stakeholders, maintaining professionalism and confidentiality
• Support meeting logistics, including agenda preparation, materials distribution, note-taking, and action item follow-up
• Assist with expense reporting, budget tracking, and administrative documentation
• Prioritize and manage multiple requests while anticipating executive needs
• Support special projects and initiatives related to sales, marketing, and business operations
• Maintain accurate records, files, and correspondence aligned with executive functions

• Proven experience as an Executive Assistant or Senior Administrative Assistant supporting senior leadership
• Strong organizational and time-management skills with the ability to manage competing priorities
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling sensitive information
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools a plus
• Ability to work independently in a dynamic, deadline-driven environment

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.