Vaco Recruiter Services
Administrative Assistant – Executive Support
We are seeking a highly organized, detail-oriented Sr. Administrative Assistant to support the personal and professional needs of a high-level executive and their family. This role will work closely with an Executive Assistant to manage complex scheduling, travel arrangements, and a range of administrative responsibilities. The ideal candidate thrives in a fast-paced environment, adapts quickly to shifting priorities, and exercises sound judgment when handling sensitive information and urgent matters. Key Responsibilities:
Support daily operations through expert calendar coordination, meeting scheduling, and proactive conflict resolution across multiple time zones. Ensure seamless logistics and communication for appointments, events, and engagements. Coordinate domestic and international travel arrangements, including flights, accommodations, dining, and ground transportation. Assist with booking and confirming travel for family members; manage itineraries and respond to last-minute changes. Handle personal tasks such as scheduling medical appointments, submitting insurance claims, coordinating shipments, and managing purchases. Collaborate with household staff and vendors (e.g., florists, drivers) to ensure day-to-day needs are met efficiently. Help organize private events and gatherings, managing guest lists, preferences, seating arrangements, and catering details. Provide basic administrative support including scanning, expense reporting, and greeting guests. Prepare for high-priority virtual meetings by coordinating with IT to troubleshoot in advance. Participate in meal and dining planning, including making reservations and updating calendars accordingly. Take on additional tasks and projects as needed to support the team. Preferred Qualifications:
5+ years of experience supporting C-level executives or high-profile individuals in a combined executive/personal assistant role. Background in estate or household management is a plus. Bachelor's degree preferred. Proficiency in Microsoft Office and general tech troubleshooting. Excellent written and verbal communication skills. Experience planning high-end events and familiarity with luxury lifestyle services a bonus. Discreet and professional with a strong sense of confidentiality. Exceptional attention to detail, follow-through, and ability to manage competing priorities.
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. #J-18808-Ljbffr
We are seeking a highly organized, detail-oriented Sr. Administrative Assistant to support the personal and professional needs of a high-level executive and their family. This role will work closely with an Executive Assistant to manage complex scheduling, travel arrangements, and a range of administrative responsibilities. The ideal candidate thrives in a fast-paced environment, adapts quickly to shifting priorities, and exercises sound judgment when handling sensitive information and urgent matters. Key Responsibilities:
Support daily operations through expert calendar coordination, meeting scheduling, and proactive conflict resolution across multiple time zones. Ensure seamless logistics and communication for appointments, events, and engagements. Coordinate domestic and international travel arrangements, including flights, accommodations, dining, and ground transportation. Assist with booking and confirming travel for family members; manage itineraries and respond to last-minute changes. Handle personal tasks such as scheduling medical appointments, submitting insurance claims, coordinating shipments, and managing purchases. Collaborate with household staff and vendors (e.g., florists, drivers) to ensure day-to-day needs are met efficiently. Help organize private events and gatherings, managing guest lists, preferences, seating arrangements, and catering details. Provide basic administrative support including scanning, expense reporting, and greeting guests. Prepare for high-priority virtual meetings by coordinating with IT to troubleshoot in advance. Participate in meal and dining planning, including making reservations and updating calendars accordingly. Take on additional tasks and projects as needed to support the team. Preferred Qualifications:
5+ years of experience supporting C-level executives or high-profile individuals in a combined executive/personal assistant role. Background in estate or household management is a plus. Bachelor's degree preferred. Proficiency in Microsoft Office and general tech troubleshooting. Excellent written and verbal communication skills. Experience planning high-end events and familiarity with luxury lifestyle services a bonus. Discreet and professional with a strong sense of confidentiality. Exceptional attention to detail, follow-through, and ability to manage competing priorities.
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. #J-18808-Ljbffr