Executive Assistant to the CEO

Vaco has partnered with a highly successful, privately held real estate and investment organization that is seeking a seasoned Executive Assistant to support its President & Chief Executive Officer. This is a critical, high-trust role for an experienced EA who thrives in fast paced, high standards environments and takes pride in anticipating needs, driving efficiency, and serving as a true extension of an executive leader.

Role Overview


The Executive Assistant will provide comprehensive administrative, organizational, and strategic support to the CEO, ensuring seamless day-to-day operations and enabling the CEO to operate at maximum effectiveness. This individual will serve as a trusted partner, ambassador, and sounding board-handling sensitive matters with discretion, exercising independent judgment, and proactively solving problems before they arise.
This role is best suited for a career Executive Assistant who values professionalism, structure, accountability, and long term impact over visibility or rapid title progression.

Key Responsibilities

• Manage a complex and dynamic calendar, including scheduling across internal leaders, external stakeholders, boards, and municipalities
• Oversee email and communication triage, prioritizing, drafting responses, and reducing unnecessary noise
• Proactively prepare the CEO for meetings, travel, and key conversations (materials, logistics, follow-ups)
• Coordinate domestic and occasional international travel, ensuring end to end accuracy and preparedness
• Serve as a liaison between the CEO and executive leadership, facilitating communication and alignment
• Maintain strict confidentiality around highly sensitive business and personal matters
• Manage expense reports, memberships, subscriptions, contacts, and executive databases
• Support meeting preparation, presentations, document coordination, and signature/notary needs
• Handle limited personal administrative support for the CEO (appointments, routine household/vendor coordination)
• Assist with special projects, internal initiatives, committees, and select events as trust is established
  
  

Ideal Candidate Profile

• Bachelor's degree or equivalent professional experience
• 5 years supporting a senior executive (CEO, President, Owner, or Founder)
• Demonstrated success managing high volume, fast moving priorities
• Strong business judgment with the ability to make autonomous decisions
• Exceptionally organized, detail-oriented, and process-driven
• Calm, composed, and professional under pressure
• Comfortable working with a direct, fast-paced executive leadership style
• High emotional intelligence and ability to separate feedback from personal judgment
• Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and collaboration tools
• Willingness to handle occasional evening or weekend needs when travel or critical matters arise
  
  

What Success Looks Like

• Anticipates needs rather than reacting
• Protects the CEO's time without becoming a gatekeeper
• Builds trust steadily through consistency and execution
• Maintains professionalism and boundaries while supporting a blended personal/professional role
• Operates as a problem-solver, not a task-taker
  
  

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.
Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com .

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

Representation Notice

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

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 and UK GDPR may access our policies here.

Additionally, 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. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

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; and

· 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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).