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Executive Assistant

confidential

Waltham, MA

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JOB DETAILS
JOB TYPE
Full-time, Employee
SKILLS
Administrative Skills, C-Level Management, Calendar Management, Communication Skills, Compensation Management, Corporate Compliance, Corporate Policies, Diversity, English Language, Executive Assistant Skills , Expense Management, Expense Reports, Expense Tracking, Hair Styling, Head of Finance, Leadership, Legal, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizational Skills, Presentation/Verbal Skills, State Laws and Regulations, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
Waltham, MA
POSTED
Today

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.

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.

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.

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 .

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

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. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also 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 and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are 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 may access our policies here.

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;
  • 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.

About the Company

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Company Confidential

Vaco provides expert consulting, permanent placement, executive search and strategic staffing for companies around the world, in the areas of accounting, finance, technology, healthcare, operations, administration and more. As a premier talent solutions firm, Vaco connects people to their dream jobs and helps leading companies find talent to grow their business. Since its founding in 2002, Vaco has grown to more than 35 offices across the globe, 700+ employees, more than 3,000 consultants and $450M in revenue. Vaco has been named to Inc. magazine’s list of the fastest-growing private companies for past 11 years and is dedicated to developing long-term relationships, life-long careers and creative client solutions.
COMPANY SIZE
2,500 to 4,999 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2002
WEBSITE
http://www.vaco.com/

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