Executive Assistant

Vaco; Jacksonville (FL); On-site; USD 90,000 - 110,000; Full time

Job summary

Vaco in Jacksonville, FL seeks an accomplished Executive Assistant to support a senior leadership team. This role requires proactive calendar management, travel planning, and meticulous meeting preparation to enable executives to focus on strategic priorities.

Ideal candidates hold a Bachelor’s degree and 5+ years of experience supporting C-suite leadership, with a demonstrated ability to coordinate complex schedules in a fast-paced environment.

Qualifications

• 5+ years of experience supporting C-suite or senior executives.
• Bachelor’s degree required.
• Proven track record managing calendars and competing priorities.

Responsibilities

• Provide comprehensive administrative and organizational support to multiple C-suite executives.
• Manage complex calendars with scheduling, prioritization, and coordination of meetings.
• Serve as liaison between executive leadership and internal/external stakeholders.
• Anticipate scheduling conflicts, priorities, deadlines, and follow-up needs.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare executives for meetings, conferences, and presentations.
• Coordinate meetings logistics, materials, and minutes with follow-up.
• Conduct research and prepare summaries and reports for executives.

Skills

Calendar management

Travel coordination

Stakeholder liaison

Executive support

Education

Bachelor's degree

Job description

We are seeking a highly accomplished Executive Assistant to provide high-level support to a senior executive leadership team within a dynamic, growing organization.

This position is ideal for an experienced executive support professional who thrives in a fast-paced environment, anticipates needs before they arise, and can confidently manage complex calendars, priorities, communications, travel, meetings, and special projects.

What You’ll Do

• Provide comprehensive administrative and organizational support to multiple C-suite executives
• Manage complex and frequently changing executive calendars, including scheduling, prioritization, and coordination of meetings
• Serve as a professional liaison between executive leadership and internal and external stakeholders
• Anticipate scheduling conflicts, competing priorities, deadlines, and follow-up needs
• Coordinate complex domestic and international travel arrangements, itineraries, agendas, and supporting materials
• Prepare executives for meetings, conferences, presentations, and other commitments
• Coordinate executive and leadership meetings, including invitations, logistics, materials, meeting minutes, correspondence, and follow-up
• Conduct research and gather information on behalf of executives, preparing summaries and reports as needed

What We’re Looking For

• Bachelor’s degree
• 5+ years of experience supporting C-suite or senior executive leadership
• Demonstrated success managing complex calendars, competing priorities, and executive-level responsibilities

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.