What are the responsibilities and job description for the Executive Assistant position at Vaco by Highspring?
Executive Assistant (On-site)
Join our client's dynamic team as an Executive Assistant at their Birmingham headquarters. You will provide high-level administrative support to our executives, contributing to the smooth functioning of operations. Your organizational skills, attention to detail, and ability to manage multiple tasks will be essential in coordinating schedules, preparing documents, and facilitating communication.
Key Responsibilities
- Manage executive calendars, coordinate appointments, and schedule meetings.
- Prepare and edit documents, presentations, and reports for internal and external communication.
- Facilitate communication between executives, teams, and external stakeholders.
- Coordinate travel arrangements, including flights, accommodations, and itineraries.
- Assist in preparing meeting agendas, materials, and follow-up action items.
- Maintain confidentiality and handle sensitive information with professionalism.
- Conduct research and compile data to support decision-making.
- Manage expense reports and budget tracking for executives.
- Collaborate with the administrative team to ensure efficient office operations.
- Handle ad hoc tasks and projects as assigned by senior management.
Requirements
- Bachelor's degree or equivalent experience preferred.
- 10 years of proven experience as an Executive Assistant or in a similar role.
- Excellent communication and interpersonal skills.
- Proficiency in using MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Detail-oriented with a focus on accuracy.
- Ability to work independently and collaboratively in a team-oriented environment.
- Professional demeanor and strong work ethic.
- Flexibility to adapt to changing priorities and business needs.
Determining compensation for this role depends upon a wide array of factors, including individual skill sets, experience, training, licensure and certifications, office location, and other business and organizational needs.
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.
