Executive Assistant

Vaco; Raleigh (NC); Sur place; USD 55 000 - 75 000; Plein temps

Résumé du poste

Vaco by Highspring is seeking an experienced Executive Assistant to provide high-level administrative and operational support to senior leadership. This onsite role requires strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment, while supporting the broader team.

Responsibilities include managing calendars, coordinating travel, expense reporting, and preparing materials for meetings.

Qualifications

• 5+ years of experience supporting senior-level or executive leadership.
• Demonstrated experience managing complex, high-volume calendars and executive scheduling.
• Experience coordinating travel and managing expense reporting.
• Strong organizational and project management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to work independently with good judgment.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to handle confidential information appropriately.
• Must be comfortable working onsite.

Responsabilités

• Manage complex, high-volume calendars, including scheduling meetings and calendar adjustments.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and travel logistics.
• Manage expense reporting, including organizing receipts and reconciliation.
• Provide day-to-day administrative support to senior leadership and assist with changing priorities.
• Support broader team needs, including meeting coordination and documentation.
• Assist with project management by tracking deadlines and coordinating deliverables.
• Prepare meeting materials, presentations, reports, and correspondence.
• Coordinate internal and external meetings, including logistics and agendas.
• Handle confidential information with discretion and professionalism.
• Partner with internal teams and external contacts for effective communication.
• Identify opportunities to improve administrative processes.

Connaissances

Calendar management

Travel coordination

Expense reporting

Time management

Communication

Detail oriented

Microsoft Office

Onsite work

Outils

Outlook

Word

Excel

PowerPoint

Teams

Description du poste

We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to our client's senior leadership. This role requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The position is onsite and will provide both executive and broader team support.

Responsibilities

• Manage complex, high-volume calendars, including scheduling meetings, coordinating priorities, resolving conflicts, and making calendar adjustments as needed.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and other travel logistics.
• Manage expense reporting, including organizing receipts, preparing expense reports, reconciling charges, and ensuring timely submission.
• Provide day-to-day administrative support to senior leadership and assist with changing priorities and time-sensitive requests.
• Support broader team needs, including meeting coordination, communications, documentation, and general administrative activities.
• Assist with project management by tracking deadlines, coordinating deliverables, organizing information, and following up on action items.
• Prepare meeting materials, presentations, reports, correspondence, and other documents as needed.
• Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up.
• Handle confidential and sensitive information with discretion and professionalism.
• Partner with internal teams and external contacts to ensure effective communication and coordination.
• Identify opportunities to improve administrative processes and maintain efficient day-to-day operations.

Qualifications

• 5+ years of experience supporting senior-level or executive leadership.
• Demonstrated experience managing complex, high-volume calendars and executive scheduling.
• Experience coordinating travel and managing expense reporting.
• Strong organizational and project management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to work independently with good judgment.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to handle confidential information appropriately.
• Must be comfortable working onsite.

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.

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).