Executive Administrative Assistant - People Services CHRO

JOB DESCRIPTION

POSITION SUMMARY:

The Executive Administrative Assistant – People Services CHRO provides highly confidential and operational support to the Chief Human Resources Officer and the People Services leadership team. This position supports the CHRO by managing complex scheduling, coordinating executive communications, supporting strategic initiatives, preparing reports and presentations, and helping ensure the efficient operation of People Services activities. The role requires sound judgment, discretion, organizational skills, and the ability to manage multiple priorities in a fast-paced environment while handling sensitive employee and business information with confidentiality. This position reports to Chief Human Resource Officer or designee.

RESPONSIBILITIES/DUTIES: This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with this classification. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Executive Support

• Manage and maintain the CHRO's calendar, including meetings, travel arrangements, leadership events, and strategic planning sessions.
• Coordinate meeting logistics, prepare agendas, gather supporting materials, document action items and follow-up activities
• Screen, prioritize, and manage communications on behalf of the CHRO, ensuring timely responses and appropriate escalation of issues.
• Organize and maintain highly confidential files, correspondence, personnel related information, and executive records.
• Draft, review, edit, and format executive communications, presentations, reports, and correspondence.  

Project and Operational Coordination

• Support People Services initiatives by assisting with project-related activities, tracking deadlines, maintaining project information, and monitoring deliverables as assigned.
• Facilitate communication and collaboration among People Services leaders, cross-functional partners, and external stakeholders.
• Prepare reports, dashboards, presentations, and meeting materials using data from HR and business systems.
• Assist with coordinating department meetings, leadership retreats, employee events, and other organizational activities.
• Assist with budget tracking, purchase requests, expense reporting, and invoice processing in accordance with company procedures.  

Governance and Confidentiality

• Handle sensitive employee, organizational, compensation, and workforce information with strict confidentiality.
• Support leadership meetings by maintaining records, distributing materials, and tracking follow-up actions.
• Ensure compliance with applicable policies, procedures, and records management requirements.
• Maintain accurate documentation and retention of People Services records and executive files. 

Relationship Management

• Serve as a primary point of contact for internal and external stakeholders interacting with the CHRO's office.
• Build effective working relationships across all levels of the organization.
• Provide administrative support to additional People Services
• Perform other duties and special projects as assigned.
• Perform administrative duties, responsibilities, and activities as assigned, which may be changed or modified from time to time.leaders as assigned. 

JOB QUALIFICATIONS

KNOWLEDGE, SKILLS, ABILITIES:

• Administrative support skills within an executive-level environment.
• Strong organizational, planning, and prioritization capabilities.
• Strong verbal, written, and interpersonal communication skills.
• Ability to exercise sound judgment and maintain confidentiality of sensitive information.
• Strong attention to detail and accuracy.
• Proven ability to manage multiple priorities with competing deadlines.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prepare professional presentations, reports, and executive communications.
• Strong problem-solving and analytical skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of human resources functions, practices, and terminology preferred. 

MINIMUM QUALIFICATIONS:

Required

• Bachelor’s degree in in related field or 2 years equivalent work experience demonstrating applicable skills in relevant industry or discipline. Equivalent experience is included in and not separate from total years of professional experience required.
• Five (5) years of progressively responsible administrative support experience, including experience supporting senior leaders or executives.
• Experience managing calendars, travel arrangements, meetings, and confidential information.
• Proficient level of skills in MS Office (Word, Excel, PowerPoint, Outlook) and other technology applications.
• Experience working in a highly confidential work environment with demonstrated discretion.
• Strong autonomy, reliable, responsible, dependable and willingness to take on responsibilities and challenges.  

Preferred

• Bachelor's degree in Business Administration, Human Resources, or a related field.
• Experience working in a Human Resources or People Services environment highly preferred 
• Experience supporting a Chief Human Resources Officer, executive leader, or senior HR leadership team.
• Experience with Canva, PowerPoint, AI tools, HRIS, reporting tools, document management systems, virtual collaboration tools, and related technology applications preferred, but not required.
• Ability to travel in performance of job duties. 

PHYSICAL REQUIREMENTS:

• Vision: Ability to read small print and view a computer screen for prolonged periods, prepare, or inspect documents and operate office equipment.
• Hearing: Ability to hear average or typical conversations and receive ordinary information.
• Speech: Ability to be understood in face-to-face communication, in person or remote, to speak with a level of proficiency and volume to be understood over a telephone or computer.
• Mental Demands: Ability to read, write, understand, interpret, and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Frequent multi-tasking, changing of task priorities, repetitious exacting work. Understand how to manage stress. high workflow management, high project coordination, and high people engagement.
• Upper Body Mobility: Ability to use fingers to make small movements such as typing, picking up small objects, or pinching fingers together, use hands to grasp, and manipulate small objects; twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Strength: Ability to lift, carry, push, and pull objects weighing up to 10 pounds.
• Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors. Prolonged periods sitting at a desk and working on a computer.  moderate  to high noise environment with frequent deadline pressures.