Executive Assistant

As the Executive Assistant (EA), you will provide high-level, confidential, and proactive administrative, operational, and project support to the Global Vice President of People Experience. This role acts as critical liaison between the VP, the People Experience leadership team, C-Suite executives, the Board of Directors, and external shareholders. Additionally, this role must possess strong business acumen, exercise sound judgement and discretion regarding highly sensitive and confidential HR matters, and anticipate the needs of a fast-paced, strategically focused executive.

As a premier consulting and technology firm, alliant is focused on providing solutions to help businesses transform and thrive. alliant offers six distinctive service lines to our clients. This role is within our People Experience (HR) department, supporting all service lines across the organization.  

Responsibilities:

• Executive Support and Calendar Management:

  • Proactively manage and maintain the VP’s dynamic calendar, prioritizing inquiries and meeting requests based on strategic business goals and urgency, while skillfully resolving scheduling conflicts across multiple time zones.
  • Serve as the primary point of contact, screening and routing internal and external communications (email, phone, correspondence). Draft, proofread, and edit high-quality professional correspondence, reports, and presentations on behalf of the VP.
  • Coordinate all aspects of domestic and international travel logistics (flights, accommodations, ground transportation, detailed itineraries) and efficiently process and reconcile expense reports.
  • Organize, coordinate, and ensure the seamless execution of Executive Committee, Board, and People Experience Leadership Team meetings, including preparing and distributing pre-read materials, defining agendas, arranging catering/logistics, and accurately documenting key decisions and action items.
  • Support the business needs of the team reporting to the VP.
• Confidential HR and Project Management
  • Handle highly sensitive and confidential matters related to executive compensation, organizational design, labor relations, employee relations issues, and performance reviews with impeccable discretion and integrity.
  • Assist the VP in preparing materials for the Board of Directors and various governance committees, ensuring all documentation is accurate and compliant with relevant regulations.
  • Manage administrative components of critical HR projects, such as annual talent reviews, succession planning processes, and large-scale HR technology implementations (e.g. Workday enhancements). This includes data collection, report generation, and tracking project milestones.
• Department and Office Coordination
  • Establish and maintain robust electronic and manual filing systems to ensure quick and confidential access to critical documents, policies, and historical records.
  • Facilitate smooth communication and collaboration between the VP’s office and the various departments within People Experience and cross functional groups.
  • Assist in maintaining current and accurate organizational charts and reporting structures.
  • Coordinate Birthday/Anniversary celebrations as well as team lunches/dinners.
  • Coordinate setting up workstations for newly hired People Experience team members; ensure work areas are clean/ready and have all applicable office equipment (monitors, office supplies, etc.).
  • Ensure the People Experience department area remains clean and professional in appearance, especially when client sponsored events are occurring in the building.
  • Lead the People Experience team in office-related competitions.
  • Ensure meeting rooms are prepared with supplies and technology is properly working; partner with IT to resolve IT issues in a timely manner.
  • Order supplies for the team as needed.

Qualifications:

• Preferred bachelor’s degree in business administration, Human Resources, or related field

• Preferred 5-7 years of experience supporting a C-Suite or Executive Level Officer, preferably within a large, global organization. Prior experience in Human Resources, Legal, or Finance is highly desirable
• Proven ability to handle highly confidential and sensitive information with absolute integrity and professionalism
• Advanced proficiency in Microsoft Office Suite. Prior experience with Workday is a plus
• Exceptional written and verbal communications skills, including the ability to draft executive-level correspondence and synthesize complex information into clear, concise reports
• Superior organizational skills with a meticulous attention to detail and a demonstrated ability to manage and triage multiple competing priorities under tight deadlines
• A proactive, solutions-oriented mindset with the ability to anticipate needs, foresee potential conflicts, and solve complex problems independently
• Preferred working knowledge of core HR processes and terminology (Talent Acquisition, Total Rewards, Performance Management)
• Ability to work collaboratively in a fast-paced environment
• High sense of urgency with the ability to meet deadlines and changing priorities
• Receptiveness to performance feedback within a team environment is essential
• Preferred candidate should reside or relocate to Houston

alliant offers a comprehensive compensation and benefits package including 100% employer paid medical /dental premiums for single coverage for certain options, 401(k) matching, PTO, company provided life insurance and disability, onsite gym and group exercise classes, paid covered parking, daily allowance for onsite café and Starbucks, and more!

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