C-Suite Executive Assistant — 6-Month Onsite (San Diego)

Vaco Recruiter Services; San Diego (CA); On-site; USD 85,000 - 115,000; Part time

Job summary

Vaco/Highspring is seeking a Senior Executive Assistant to provide dedicated administrative support to the CEO, COO, and Chief of Staff in San Diego, onsite for a 6-month temporary assignment. The role demands discretion, strong judgment, and the ability to manage competing priorities.

You'll manage complex calendars, coordinate travel across time zones, prepare presentations, handle board materials, and streamline office operations while maintaining confidentiality and professionalism.

Qualifications

• Minimum 5-7 years of experience supporting multiple senior executives or leadership teams.
• Strong background in project coordination, decision-making, customer service, and executive-level support.
• Extensive experience coordinating complex travel arrangements across multiple time zones.

Responsibilities

• Provide direct support to the CEO, COO, and Chief of Staff, including complex calendar management, appointment coordination, scheduling logistics, and administrative support.
• Proactively prepare executive leadership for upcoming meetings by coordinating agendas, gathering information, proofreading materials, drafting correspondence, and documenting meeting notes.
• Provide broad administrative assistance, including research projects, reservations, special assignments, and day-to-day coordination.
• Process expense reports and assist with tracking shipments, deliveries, and materials related to executive operations.
• Welcome and assist visitors while maintaining professionalism, confidentiality, and discretion.
• Coordinate executive meetings, special events, and engagements involving senior leadership and external partners.
• Prepare presentations, briefing documents, executive summaries, speeches, and other meeting materials.
• Assist with conference room setup, A/V support, and user training on meeting technology.
• Support the preparation and organization of board-level presentations and supporting materials.
• Maintain records, documentation systems, and compliance standards for executive files, agreements, and expenses.
• Help improve administrative processes and coordinate office operations, supplies, and logistics.
• Arrange executive travel, including itineraries, accommodations, transportation, and scheduling coordination.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Time management

Tools

Microsoft Office

Job description

Vaco/Highspring is seeking a Senior Executive Assistant to provide dedicated administrative support to the CEO, COO, and Chief of Staff in San Diego, onsite for a 6-month temporary assignment. The role demands discretion, strong judgment, and the ability to manage competing priorities.

You'll manage complex calendars, coordinate travel across time zones, prepare presentations, handle board materials, and streamline office operations while maintaining confidentiality and professionalism.