Executive Assistant- Board of Director Support

Vaco by Highspring; California (MO); Hybrid; USD 80,000 - 95,000; Full time

Job summary

Vaco by Highspring seeks an experienced Executive Assistant to support its CEO and senior executive leader. This hybrid role involves high-level administrative tasks, including calendar management and communication with boards and stakeholders.

The ideal candidate has over 7 years of executive support experience, exceptional organizational skills, and proficiency in Microsoft Office. Strong professionalism and the ability to handle confidential information are essential for success in this role.

Qualifications

• 7+ years of progressive executive support experience, ideally supporting C-suite leaders.
• Demonstrated experience working with boards, committees, and high-level external stakeholders.
• Strong experience with complex calendar management and travel coordination.
• Excellent written communication skills, with the ability to draft polished correspondence.
• Proven ability to handle confidential information with discretion.

Responsibilities

• Provide high-level administrative support to the CEO and senior leaders.
• Manage complex calendars and scheduling across stakeholders.
• Coordinate travel arrangements and prepare executives for meetings.
• Draft and manage executive correspondence and documents.
• Coordinate logistics for board and committee meetings.

Skills

Executive support experience

Calendar management

Travel coordination

Communication skills

Confidentiality

Organization

Microsoft Office Suite

Education

Bachelor's degree or equivalent

Job description

Executive Assistant- Board of Directors Support

Hybrid: Onsite Monday-Thursday; Fridays remote

Compensation: $80,000-$95,000 base salary, depending on experience

Overview

A mission-driven national nonprofit organization is seeking a highly polished and experienced Executive Assistant to support its CEO and a senior executive leader. This is a high‑visibility role requiring exceptional judgment, professionalism, and the ability to manage sensitive executive, board, and stakeholder matters with discretion.

The ideal candidate brings strong experience supporting senior executives, coordinating board and committee activity, preparing executive materials, and serving as a trusted partner in a fast‑paced, relationship‑driven environment. This position is best suited for someone who is proactive, detail-oriented, and comfortable handling shifting priorities while maintaining a high standard of service and follow-through.

Executive Support

• Provide high‑level administrative support to the CEO and a senior strategic leader
• Manage complex calendars, meeting cadence, and scheduling across internal and external stakeholders
• Coordinate travel arrangements, itineraries, and expense reconciliation
• Prepare executives for meetings through briefing materials, agendas, and follow‑up support
• Draft and manage executive correspondence, including internal and external communications
• Serve as a gatekeeper and trusted point of coordination for executive priorities

Board & Committee Support

• Coordinate logistics for board and committee meetings, including scheduling, meeting preparation, and follow‑up
• Prepare, organize, and distribute board materials, presentations, and meeting packets
• Take accurate meeting minutes and track action items through completion
• Help maintain regular communication with board members and other high‑level stakeholders
• Support stewardship efforts, meeting touchpoints, and relationship‑building activities with board members and prospects

Executive Materials & Communications

• Create, edit, and organize presentations, briefings, reports, and other executive‑facing documents
• Ensure materials are polished, accurate, and aligned with executive preferences
• Support donor, stakeholder, and board‑related communications with professionalism and attention to detail

Special Projects & Cross‑Functional Support

• Assist executive leadership with special initiatives, events, and organizational projects
• Coordinate logistics for board meetings, site visits, fundraising activities, and other high‑touch engagements
• Support preparation for audits, compliance tracking, and document organization as needed
• Provide administrative support to a small executive leadership team when priorities require it

Required Qualifications

• 7+ years of progressive executive support experience, ideally supporting C‑suite leaders
• Demonstrated experience working with boards, committees, and high‑level external stakeholders
• Strong experience with complex calendar management, travel coordination, meeting preparation, and expense reporting
• Excellent written communication skills, with the ability to draft polished and professional correspondence
• Proven ability to handle confidential information with discretion and sound judgment
• Strong organizational skills with exceptional attention to detail and follow‑through
• Advanced proficiency in Microsoft Office Suite, including PowerPoint, Outlook, Word, and Excel

Preferred Qualifications

• Experience in a nonprofit, education, government, university, or other mission‑driven environment
• Background supporting donor relations, external stakeholders, or executive board engagement
• Experience preparing meeting minutes, tracking action items, and supporting executive‑level events

What Will Make Someone Successful in This Role

• Strong board support experience and comfort interacting with senior stakeholders
• A polished, professional presence and the ability to represent executive leadership well
• Excellent anticipation skills and the ability to quickly adapt to a detail‑oriented leadership style
• Patience, maturity, and a service‑oriented approach
• A high level of discretion, responsiveness, and ownership
• Consistent professionalism in communication, organization, and follow‑up

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].

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

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring respects your privacy and is 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).