Sr. Executive Assistant (Temp) POST NUMBER: 484161

Senior Executive Assistant
Temporary for 6 months
Location: San Diego, CA (onsite)

How You’ll Contribute
This position provides dedicated administrative support to the CEO, COO, and Chief of Staff, helping ensure day-to-day executive operations run smoothly and efficiently. The role requires sound judgment, discretion, and the ability to manage competing priorities while supporting executive communications, scheduling, and key initiatives.

Key Responsibilities

• Provide direct support to the CEO, COO, and Chief of Staff, including complex calendar management, appointment coordination, scheduling logistics, and administrative support.
• Proactively prepare executive leadership for upcoming meetings and commitments by coordinating agendas, gathering information, proofreading materials, drafting correspondence, and documenting meeting notes when needed.
• Provide broad administrative assistance, including research projects, reservations, special assignments, and day-to-day coordination.
• Process expense reports and assist with tracking shipments, deliveries, and materials related to executive operations.
• Welcome and assist visitors while maintaining a high level of professionalism, confidentiality, and discretion.
• Coordinate executive meetings, special events, and engagements involving senior leadership and external partners.
• Prepare presentations, briefing documents, executive summaries, speeches, and other meeting materials.
• Assist with conference room setup, A/V support, and user training on meeting technology.
• Support the preparation and organization of board-level presentations and supporting materials.
• Maintain records, documentation systems, and compliance standards for executive files, agreements, and expenses.
• Help improve administrative processes and coordinate office operations, supplies, and logistics to support a productive work environment.
• Arrange executive travel, including itineraries, accommodations, transportation, and scheduling coordination.

Experience Required

• Minimum 5-7 years of experience supporting multiple senior executives or leadership teams.
• Strong background in project coordination, decision-making, customer service, and executive-level support.
• Extensive experience coordinating complex travel arrangements across multiple time zones.

Skills & Qualifications

• Demonstrated success supporting high-level executive operations.
• Ability to manage confidential information with professionalism and integrity.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities with the capacity to anticipate needs and develop solutions independently.
• Advanced proficiency with Microsoft Office and related business applications.
• Collaborative, positive, and eager-to-learn mindset.
• Strong interpersonal skills with the ability to navigate sensitive situations diplomatically.
• Excellent organizational and time management skills, with the ability to prioritize multiple responsibilities simultaneously.

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.