Executive Assistant

Vaco by Highspring; Waltham (MA); Hybrid; USD 60,000 - 80,000; Part time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) retirement plan

Discretionary bonuses

Job summary

Vaco by Highspring is hiring an Executive Assistant to provide high-level administrative support to the CEO and CFO in Waltham, Massachusetts. This role involves managing complex calendars, coordinating travel, and preparing expense reports. The ideal candidate should have over 5 years of experience supporting C-level executives and strong organizational skills. The position offers a hybrid work environment, discretionary bonuses, and various benefits including medical and 401(k).

Qualifications

• 5+ years of experience providing direct administrative support to senior or C-level executives.
• Proven experience managing high-volume calendars and travel coordination.
• Excellent organizational skills with the ability to manage multiple priorities.

Responsibilities

• Manage complex calendars and schedule meetings.
• Coordinate domestic and international travel arrangements.
• Prepare and submit executive expense reports.

Skills

Executive-level support experience

Organizational skills

Verbal communication

Written communication

Discretion

Microsoft Office proficiency

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Executive Assistant

We're seeking an Executive Assistant to provide high-level administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO). This role requires a highly organized, proactive professional who can manage complex calendars, travel logistics, and expense reporting while handling confidential matters with discretion. The ideal candidate will bring strong executive-level support experience and thrive in a fast-paced, deadline-driven environment. This is a hybrid, contract role.

Responsibilities

• Manage complex calendars, scheduling internal and external meetings, resolving conflicts, and ensuring executive priorities are met.
• Coordinate domestic and international travel, including flight arrangements, accommodations, itineraries, and last-minute changes.
• Prepare and submit executive expense reports, ensuring accuracy, timeliness, and compliance with company policies.
• Serve as a key point of contact between the executives and internal/external stakeholders, handling communications professionally and confidentially.
• Support meeting logistics by organizing agendas, preparing materials, tracking follow-ups, and ensuring action items are addressed.
• Assist with ad hoc administrative tasks, reporting, and special projects to support executive and organizational needs.

Qualifications

• 5+ years of experience providing direct administrative support to senior or C-level executives.
• Proven experience managing high-volume calendars, travel coordination, and expense reporting for executive leadership.
• Strong organizational and time-management skills with the ability to juggle multiple priorities.
• High level of professionalism, discretion, and judgment when handling confidential and sensitive information.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and expense management systems.
• Ability to work independently, anticipate executive needs, and adapt quickly in a dynamic environment.

Compensation

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience, training, licensure and certifications, office location, and other geographic considerations, as well as other business and organizational needs. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.

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 do 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].