Executive Administrative Assistant

We deliver unparalleled opportunities for growth and career advancement. Our dynamic, entrepreneurial culture supports your journey every step of the way. 

Work side by side with business leaders to solve complex challenges and make a true impact. Love what you do as part of a diverse organization committed to collaboration and continuous learning. 

 Description: 

We are seeking a highly organized and initiative-taking Executive Administrative Assistant to support the CEO and CFO. This role is pivotal in ensuring smooth operations within the executive office, managing a wide range of administrative and executive support-related tasks. This role is critical in facilitating the execution of strategic initiatives and ensuring effective communication from the office of the CEO. The ideal candidate has experience in managing a wide range of administrative duties, be able to work independently with little or no supervision, has a strong background in business management, excellent project management and communications skills, and the ability to collaborate with diverse teams. 

 

Job Overview:  

The Executive Administrative Assistant provides initiative-taking, well-rounded support to help both the CEO and CFO make the most of their time and stay connected with direct reports, colleagues, and external partners. Manages a variety of tasks, from scheduling and meeting prep to follow-ups and coordinating complex travel. Takes initiative to streamline processes, manage projects, and keep information and people organized. Gathers and summarizes research for executives and helps keep things moving behind the scenes. Builds strong relationships across the organization and uses good judgment and discretion to support the executives’ work. May also lead or coordinate support staff and other resources as needed. 

 

Essential Job Functions: 

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. 

 

Duties and Responsibilities: 

• Project manage/facilitate special projects and ensure cross-functional collaboration and alignment with organizational goals. 

• Facilitate effective communication and collaboration between the executive team and other departments. 

• Prepare and review high-level reports, presentations, and correspondence, including Board of Directors and Investors presentations. 

• Coordinate and participate in executive meetings, ensuring follow-up on action items and decisions. 

• Assist in the development and monitoring of performance metrics and KPIs. 

• Manage and maintain executives’ schedules, including organizing appointments, meetings, and travel arrangements. 

• Prepare meeting agendas, take minutes, and follow up on action items. 

• Function as a point of contact between executives, employees, clients, and external partners. 

• Manage confidential information with discretion and professionalism.  

• Manage expense reports for CEO and CFO, and occasional personal financial matters of the CEO. 

• Provide leadership and organization for the Executive Administrative Assistants cohort. 

• Perform general office duties such as ordering supplies, managing files, and overseeing office equipment maintenance. 

• Other duties as assigned. 

 

Desired Competencies: 

Business communications	Document preparation	Inquiry Research
Correspondence development	Management reporting	Project Management/Coordination
Data analysis	Presentation Development	Logistics management

 

Education & Experience: 

• Bachelor’s degree in business administration, management, or a related field; MBA or advanced degree preferred or proven 10+ years’ experience in a similar role, with a history of managing complex projects and initiatives. 

• Strong leadership and organizational skills. 

• Excellent written and oral communication and people skills. 

• Ability to think strategically and execute methodically. 

• Proficiency in Microsoft Office Suite; superior PowerPoint, Excel skills 

• Ability to work well under pressure and manage multiple tasks simultaneously. 

• Important level of integrity and ability to maintain confidentiality. 

Experience (Preferred): 

• Experience in a corporate or financial environment. 

• Familiarity with project management tools and processes 

 

Location:   

In office (hybrid) 

Travel Requirements:  

Less than 20% 

Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position: 

Frequent: Prolonged working at a desk, sitting, walking, eye/hand/foot coordination and repetitive motion 

Occasional: Standing and bending 

Infrequent: Lifting up to 10 pounds 

 

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, LLC (“we,” “our,” or “Vaco”) respects your privacy and is committed to providing a transparent notice of our Notice at Collection and Privacy Policy for California Residents. This Notice and Privacy Policy for California Residents applies solely to those who reside in the State of California (“consumers” or “you”).  For additional details, click here.

California residents may also access Vaco’s HR Notice at Collection for California Applicants and Employees.

Vaco 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.