Executive Assistant - Human Resources

Key Purpose of the Role

The Executive Administrator plays a pivotal role in elevating the effectiveness of the HR function by delivering confidential, proactive, and high‑impact support to the Chief People Officer, as well as the broader department. This position is central to keeping the business running smoothly—managing complex calendars, coordinating meetings with clear agendas and follow‑through, supporting travel and expenses, gathering and synthesizing information, assisting with budgeting, and contributing to key HR projects.

The Executive Administrator will partner with a wide range of internal leaders and external collaborators, serving as a trusted representative of the HR function and ensuring a seamless, professional experience for all stakeholders.

Key Responsibilities

• Drive the rhythm of the HR function by preparing HR Leadership meeting agendas and maintaining the annual cadence calendar.
• Capture and track meeting action items, ensuring owners have clarity and follow‑through.
• Coordinate internal and external communications, correspondence, and team events that help keep the department connected and informed.
• Support key governance activities by coordinating meetings involving board members for Compensation Committee and NCG initiatives.
• Partner with Global HR Town Hall leads to ensure meetings are well‑prepared and smoothly executed.
• Contribute to the success of HR‑related special projects, offering organization and momentum.
• Provide a welcoming and secure experience through effective visitor management and citizenship verification for visitors and contract personnel.
• Manage the onboarding experience for new HR team members and guide offboarding for departing colleagues.
• Maintain up‑to‑date HR organizational charts and phone rosters.
• Prepare and manage executive‑level documents, presentations, and reports with accuracy and polish.
• Submit and track Maximo facility requests to ensure timely follow‑up and resolution.
• Create and manage purchase order requisitions to support departmental needs.
• Coordinate candidate interviews and travel arrangements, contributing to a positive candidate experience.
• Maintain HR file organization, including preparation for off‑site retention.
• Oversee Process Central ownership for the HR department.
• Manage everyday operational essentials, including office supply ordering, paper restocking, and distributing departmental mail.

Key Performance Measures

• Consistently meets deadlines and delivers high‑quality results aligned with HR’s operating rhythm.
• Successfully leads or contributes to assigned projects, driving them to completion.
• Demonstrates unwavering confidentiality, discretion, and professionalism with all stakeholders.

Qualifications

• Bachelor’s degree preferred; or an associate degree plus substantial equivalent experience in HR, Business Administration, or a related field (typically 7+ years).
• Strong proficiency in MS Office (Word, Excel, PowerPoint).
• Familiarity with Success Factors or ServiceNow is a plus.
• HR certification (PHR, SHRM‑CP) desired but not essential.
• Excellent written, verbal, and analytical reasoning skills.

Experience

Required:
• Minimum 5 years in a complex HR coordinator or senior administrative role.
• Direct support experience for a C‑Suite or senior executive in a publicly traded commercial environment.

Preferred:
• Experience tracking budgets, expenses, and working with financial or purchasing systems.
• Experience designing internal processes and organizing filing/document systems.

Competencies and Behaviors

• Professional, positive, and highly customer‑focused approach.
• Demonstrated ability to manage sensitive information with discretion.
• Strong judgment and resilience—able to work independently and perform under pressure and tight deadlines.
• Exceptional organizational skills with the ability to prioritize a diverse workload.
• Adept at navigating different working styles and building productive relationships.
• High integrity, strong business ethics, and reliable follow‑through.
• Clear, confident communicator with strong interpersonal skills.
• Detail‑oriented, efficient, and skilled in managing multiple tasks simultaneously.
• Resourceful problem‑solver with strong critical‑thinking abilities.
• Collaborative team player who contributes to a positive, high‑performing environment.