Executive Assistant/Board Liasion

Vaco; New York (NY); Hybrid; USD 52,000 - 55,000; Part time

Job summary

Vaco is recruiting for an Executive Assistant/Office Manager for a Rye, NY-based financial services client. The role blends high-level calendar management, travel coordination (domestic and international), and seamless office operations in a hybrid environment.

Responsibilities include preparing materials, handling confidential communications, expense reports, vendor coordination, onboarding support, and event planning.

Qualifications

• Bachelor’s degree preferred.
• 5–7 years of experience as an Executive Assistant.
• Proven experience managing complex calendars and travel arrangements.
• Strong proficiency in Microsoft Office Suite.

Responsibilities

• Manage and maintain the executive's complex calendar, including scheduling meetings, appointments, and travel arrangements (domestic and international).
• Prepare and organize meeting materials, presentations, and reports.
• Handle confidential information with discretion and professionalism.
• Manage executive's correspondence, including drafting emails, letters, and other communications.
• Screen and prioritize incoming calls and visitors.

Skills

Calendar management

Booking travel

Gatekeeping

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Client: Financial Services Organization

Role: Executive Assistant/Office Manager

Payrate: $38/hr -$40/hr

Contract 3 months with potential of extension

Hybrid 3 days onsite (depending on C-Suite schedule)

Location: Rye, NY

Top Skills:

-Calendar management

-booking travel

-gatekeeping

**Financial Services industry is highly preferred

Responsibilities:

• Executive Support:
  • Manage and maintain the executive's complex calendar, including scheduling meetings, appointments, and travel arrangements (domestic and international).
  • Prepare and organize meeting materials, presentations, and reports.
  • Handle confidential information with discretion and professionalism.
  • Manage executive's correspondence, including drafting emails, letters, and other communications.
  • Screen and prioritize incoming calls and visitors.
  • Process expense reports and manage reimbursements.
  • Act as a liaison between the executive and internal/external stakeholders.
  • Anticipate the executive's needs and proactively address them.
• Office Management:
  • Oversee the daily operations of the office, ensuring a smooth and efficient workflow.
  • Manage office supplies, equipment, and vendor relationships.
  • Negotiate contracts and manage office-related expenses.
  • Coordinate office maintenance and repairs.
  • Implement and maintain office policies and procedures.
  • Manage incoming and outgoing mail and deliveries.
  • Organize and maintain office files and records.
  • Assist with onboarding new employees.
  • Plan and execute office events and meetings.
  • Ensure a safe, clean, and organized office environment.

Qualifications:

• Bachelor's degree preferred.
• Minimum of 5-7 years of experience as an Executive Assistant, preferably in the financial services industry.
• Proven experience managing complex calendars and travel arrangements.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication, interpersonal, and organizational skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Proactive and resourceful problem-solver.
• Ability to maintain confidentiality.
• Experience with office management responsibilities.