Executive Assistant

Vaco; Jacksonville (FL); On-site; USD 65,000 - 92,000; Full time

Job summary

Vaco by Highspring seeks an accomplished Executive Assistant to support a senior leadership team in a fast-paced, growth-focused environment. The role requires anticipating needs, managing calendars, travel, and communications, and coordinating special projects.

Ideal candidates will have 5+ years of experience supporting C-suite executives, strong organizational skills, and a proactive, professional demeanor. This role offers exposure to strategic initiatives and cross-functional collaboration.

Qualifications

• Provide comprehensive administrative support to multiple C-suite executives.
• Manage complex calendars and prioritization of meetings.
• Coordinate domestic and international travel arrangements for executives.
• Prepare executives for meetings, conferences, presentations, and other commitments.
• Coordinate meetings logistics, minutes, and follow-up communications.
• Demonstrate proactive communication and ability to manage competing priorities.

Responsibilities

• 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, deadlines, and follow-up needs.
• Coordinate complex travel arrangements, itineraries, and materials.
• Prepare executives for meetings, conferences, and presentations.

Skills

Calendar management

Stakeholder liaison

Travel coordination

Communication skills

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

EEO Notice

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. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

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

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;
• 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.