Administrative Assistant
Our client, a growing financial services organization, is seeking a highly organized and professional Administrative Assistant to provide day-to-day support to leadership and help manage critical administrative functions. This position is ideal for someone who thrives in a fast-paced environment, enjoys managing competing priorities, and has experience supporting senior leaders through calendar coordination, communication management, and operational support.
Position Responsibilities:
Manage complex calendars, coordinate meetings, and schedule appointments for leadership team members
Monitor and manage email inboxes, prioritize communications, and draft responses when appropriate
Coordinate travel arrangements, meeting logistics, and expense reporting as needed
Prepare presentations, reports, meeting materials, and correspondence for internal and external stakeholders
Serve as a point of contact for clients, vendors, and business partners while maintaining professionalism and confidentiality
Organize and maintain records, documentation, and administrative processes
Support leadership with special projects, deadlines, and operational initiatives
Coordinate internal meetings, including scheduling, agendas, and follow-up actions
Assist with office management responsibilities and contribute to overall workflow efficiency
Handle sensitive information with discretion and maintain confidentiality at all times
Qualifications:
3 years of experience in an Administrative Assistant, Executive Assistant, Office Manager, or executive support role preferred
Prior experience supporting senior leadership or executives strongly preferred
Experience within financial services, banking, investment management, insurance, or professional services environments preferred
Strong calendar management and email management experience required
Exceptional organizational skills with the ability to prioritize multiple tasks and deadlines
Strong written and verbal communication skills with a high level of professionalism
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint
Ability to work independently, anticipate needs, and problem-solve proactively
High attention to detail and commitment to confidentiality
What Our Client Offers:
Competitive compensation and benefits package
Opportunity to support leadership within a growing financial services organization
Collaborative and professional work environment
Career growth and development opportunities
Exposure to high-level business operations and strategic initiatives
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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
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
[email protected] .
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.
