Executive Administrative Assistant

Position: Executive Administrative Assistant Needed Immediately
Calendar & Schedule Management
Own and manage a complex, multi-time zone executive calendar, proactively resolving conflicts and ensuring the CFO's time is protected and well-utilized
Travel Coordination
Plan and book extensive domestic and international travel including flights, accommodations, visas, ground transportation, and detailed itineraries
Prepare comprehensive travel packages and briefing documents to ensure the CFO is fully prepared for every engagement
Process and reconcile travel and expense reports through Concur
Serve as a primary point of contact between the CFO and internal/external parties, managing communications with discretion and professionalism
Administrative & Operational Support
Draft, proofread, and manage correspondence, presentations, and reports in both English and Chinese
Manage document workflows and administrative processes using SAP
Coordinate with finance and corporate teams on behalf of the CFO to ensure seamless information flow
Handle ad hoc projects and requests, adapting quickly to evolving priorities

Proven executive assistant experience supporting C-suite leaders, ideally within a global, publicly traded, or financial services environment
Full bilingual proficiency in English and Chinese (Mandarin and/or Cantonese) — written and verbal — is mandatory
Experience working across international time zones, particularly between North America and Asia Pacific
Hands-on experience with Concur (travel & expense) and SAP
High level of professionalism, discretion, and emotional intelligence when handling sensitive information
Strong written communication skills with the ability to draft and edit documents in both languages
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. 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 related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees  here  .
Virginia residents may access our state specific policies  here  .
Residents of all other states may access our policies  here  .
Canadian residents may access our policies in English  here  and in French  here  .
Residents of countries governed by GDPR may access our policies  here  .
the individual’s skill sets, experience and training;
office location and other geographic considerations;
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.