Executive Assistant

We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Vice President of Sales and Vice President of Marketing. This role is responsible for managing day-to-day executive coordination, ensuring schedules, communications, and priorities are aligned to support fast-paced commercial and marketing functions.

Key Responsibilities

• Manage complex calendars for the VP of Sales and VP of Marketing, including scheduling internal meetings, external calls, and travel
• Coordinate meetings and key business activities across sales, marketing, and cross-functional teams
• Prepare, edit, and organize presentations, reports, and executive communications
• Serve as a point of contact for internal and external stakeholders, maintaining professionalism and confidentiality
• Support meeting logistics, including agenda preparation, materials distribution, note-taking, and action item follow-up
• Assist with expense reporting, budget tracking, and administrative documentation
• Prioritize and manage multiple requests while anticipating executive needs
• Support special projects and initiatives related to sales, marketing, and business operations
• Maintain accurate records, files, and correspondence aligned with executive functions

• Proven experience as an Executive Assistant or Senior Administrative Assistant supporting senior leadership
• Strong organizational and time-management skills with the ability to manage competing priorities
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling sensitive information
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools a plus
• Ability to work independently in a dynamic, deadline-driven environment

• 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 may access our policies here .

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.