Executive Assistant

Vaco; Brentwood (TN); Sur place; USD 52 000 - 72 000; Plein temps

Résumé du poste

Vaco by Highspring in Brentwood, TN is seeking an experienced Executive Assistant to provide high-level administrative support to senior leaders and ensure smooth operations. The role includes managing calendars, preparing materials, handling confidential information, and coordinating cross-functional communication.

The ideal candidate will have 3+ years of executive support experience, Salesforce proficiency, and strong written and verbal communication skills.

Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of experience in an executive assistant or high-level administrative support role.
• Salesforce experience required.
• Strong proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• Exceptional organizational and time-management abilities.
• Ability to multitask, prioritize, and operate with minimal guidance.
• Familiarity with project management tools preferred (e.g., Asana, Trello, Planner).

Responsabilités

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Handle confidential information with the highest level of discretion.
• Screen and prioritize emails, calls, and requests; respond on behalf of executives when appropriate.
• Coordinate cross-functional communications and ensure alignment among stakeholders.
• Organize and maintain electronic and physical files.
• Process expense reports, invoices, and reimbursements.
• Draft, proofread, and edit correspondence and documentation.
• Support event planning, team meetings, off-sites, and leadership summits.
• Assist with tracking deadlines, project milestones, and follow-ups.
• Conduct research and compile information for executive review.
• Partner with internal teams to support key initiatives and special projects.

Connaissances

Calendar management

Communication

Discretion

Multitasking

Time management

Formation

Bachelor's degree or equivalent experience

Outils

Salesforce

Microsoft 365

Description du poste

Executive Assistant Position Overview

The Executive Assistant provides high-level administrative support to senior leadership, ensuring efficient operations, smooth communication, and effective coordination across the organization.

This role requires:

• Exceptional organizational skills


• Discretion and professionalism


• Ability to anticipate needs in a fast-paced environment

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements.


• Prepare meeting agendas, presentations, reports, and supporting materials.


• Handle confidential information with the highest level of discretion.


• Screen and prioritize emails, calls, and requests; respond on behalf of executives when appropriate.


• Coordinate cross-functional communications and ensure alignment among stakeholders.

Operational & Administrative Support

• Organize and maintain electronic and physical files.


• Process expense reports, invoices, and reimbursements.


• Draft, proofread, and edit correspondence and documentation.


• Support event planning, team meetings, off-sites, and leadership summits.

Project Coordination

• Assist with tracking deadlines, project milestones, and follow-ups.


• Conduct research and compile information for executive review.


• Partner with internal teams to support key initiatives and special projects.

Qualifications

Required

• Bachelor's degree or equivalent experience.


• 3+ years of experience in an executive assistant or high-level administrative support role.


• Salesforce experience required.


• Strong proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint).


• Excellent written and verbal communication skills.


• Exceptional organizational and time-management abilities.


• Ability to multitask, prioritize, and operate with minimal guidance.


• Familiarity with project management tools preferred (e.g., Asana, Trello, Planner).

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (\"we,\" \"our,\" or \"Vaco by Highspring\") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

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 and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here https://www.highspring.com/ai-use-notices/. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

· the individual's skill sets, experience and training;

· licensure and certification requirements;

· office location and other geographic considerations; and

· other business and organizational needs.

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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).