Executive Assistant

VIGILINT is seeking a full-time Executive Assistant for its Morrisville, NC office location. VIGILINT is a premier provider of international health protection, providing advisory, logistics, medical operations, and crisis management services to high-net-worth individuals, Fortune 500 companies, and government clients. Our world-class physicians, subject matter experts, and operational staff work side-by-side to solve complex medical emergencies around the globe. The nature of our work requires top performance and the utmost discretion.

The Executive Assistant will report to the Vice President of Administration, and the duties include:

Executive Support 

• Provide high-level administrative support to the CEO, President/COO, and VP of Administration (Executive Team). 

• Manage and prioritize calendars, ensuring seamless scheduling of meetings, appointments, and travel. 

• Organize and respond appropriately to emails; filter, prioritize, and escalate urgent matters. 

• Conduct travel coordination, including booking flights, accommodations, and preparing itineraries. 

• Gather a detailed list of upcoming events and meetings to present every Friday for the following week’s preparation. 

• Implement and maintain organizational systems to improve efficiency in scheduling and task management. 

• Provide unfiltered and unbiased feedback to the Executive Team. 

• Proactively anticipate administrative needs and make informed decisions that benefit the executive team. 

• Coordinate and manage meeting logistics, including agenda preparation and follow-up actions. 

• Ensure detailed and accurate expense reporting for executive team members, tracking receipts and reconciling financial records. 

• Monitor status of administrative processes, ie, ensure timely approval of timecards, following up with the Executive Team and employees as needed to meet deadlines. 

• Assist in strategic planning by preparing reports, research, and insights that would support high-level decision making with data analysis and summaries. 

• Draft executive-level correspondence, speeches, and internal communications. 

• Maintain and nurture relationships with VIP contacts by tracking and acknowledging important dates such as birthdays, anniversaries, and milestones, ensuring personalized engagement and a high-touch experience. 

Administrative Support 

• Manage facility maintenance issues with outside vendors. 

• Oversee ordering of office and kitchen supplies, including beverages and coffee-related items. 

• Provide assistance with security and coordination of office visitors. 

• Plan and implement monthly luncheons and birthday celebrations for HQ employees. 

• Manage visitor logistics. 

• Manage the company’s monthly and weekly battle rhythm. 

• Prepare necessary documents, spreadsheets, and presentations. 

• Continuously seek ways to improve organizational systems and workflow. 

• Ensure all the Executive Team remains on schedule and are well-prepared for their commitments. 

• Develop and enforce new methods of organization to streamline administrative functions. 

• Assist with additional duties as assigned to support the VIGILINT mission. 

Required Qualifications:

• Ability to obtain and maintain a SECRET security clearance. 
• At least 5 years experience in a business environment.
• Full comprehension of office management systems and procedures. 
• Proficiency in MS Office and computer systems. 
• Strong technical skills to manage calendars, communication platforms, and productivity tools efficiently. 
• Exemplary planning, time-management, and organizational skills. 
• Strong ability to multitask and effectively juggle multiple executive schedules. 
• Excellent verbal and written communication skills to interact with management and maintain professional rapport across the organization. 
• Proactive, competent, and detail-oriented approach to administrative support. 
• Ability to make decisions that align with the best interests of the administration team. 
• Strict confidentiality and discretion at all times. 

Desired qualifications:

Associate or Bachelor’s Degree from an accredited college or university.

Salary Range: $70,000 - $100,000

Location: On-site, not a remote position

VIGILINT is proud to offer a robust benefits package that includes health, dental, and vision insurance, short-term and long-term disability, AD&D insurance, Healthcare Flexible Spending Plan, 401(k), and paid time off.

Equal Employment Opportunity Policy

 VIGILINT provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.