Executive Assistant
Vaco, Waltham, MA, United States
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.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
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.
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 and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. 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.
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 HR@vaco.com.
Pay Transparency Notice
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 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.
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Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
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.
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 and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. 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.
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 HR@vaco.com.
Pay Transparency Notice
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 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.
#J-18808-Ljbffr