The Executive Assistant to the Chief Human Resources Officer (CHRO) is responsible for providing high-level administrative support to the CHRO. This includes managing the CHRO’s calendar, scheduling meetings, arranging travel, and handling confidential information with discretion. The role involves coordinating with various departments, preparing reports and presentations, and ensuring effective communication with internal and external stakeholders. The Executive Assistant also assists in project coordination, event planning, and expense management, ensuring that the CHRO’s office runs smoothly and efficiently.

Some of your functions will be:

• Proactive management of the CHRO’s calendar, scheduling meetings, appointments, travel arrangements and other logistics, ensuring optimal time management and prioritization / alignment to strategic priorities, inclusion of agendas and materials, etc.
• Screen phone calls, emails, and other correspondence, responding when appropriate, and ensuring timely follow-up on urgent matters. Manage and contain junk mail.
• Proactively arrange recurring meetings and ensure required materials or associated deliverables are provided in advance.
• Manage scheduling for Human Capital and Compensation Committee, liaising directly with board members and, where available, their assistants. 
• Organize and coordinate logistics for internal and external meetings, conferences, and events.
• Prepare and maintain confidential files, records, and documents related to HR operations, strategies, and initiatives.
• Build strong relationships with the other executive assistants, provide occasional holiday cover
• Provide assistance for various processes such as recruitment, onboarding, and invoice processing
• May be asked to provide occasional support for personal administrative matters

Communication Liaison:

• Serve as the primary point of contact for internal and external stakeholders, including senior leadership, function colleagues, and external partners.
• Draft, proofread, and edit correspondence, presentations, and reports on behalf of the CHRO, ensuring consistency with organizational style and tone.
• Send correspondence on behalf of the CHRO as agreed

Project Coordination:

• Assist the CHRO and Chief of Staff in the coordination of key projects and initiatives across HR, corporate marketing and communications.
• Track project timelines and deliverables, following up with accountable parties to ensure deliverables are on track
• Assist with the preparation of HR reports, presentations, and dashboards for leadership meetings and decision-making.

Meeting and Event Coordination:

• Organize high-level meetings and events such as board presentations, HR department meetings, and executive leadership sessions.
• Prepare meeting agendas and distribute follow-up actions to participants.
• Coordinate logistics for HR-related training sessions, workshops, and conferences.

Confidentiality & Discretion:

• Handle sensitive and confidential HR information with the utmost discretion, ensuring privacy and compliance with company policies.
• Protect and maintain sensitive employee data and organizational information in line with data protection regulations.

Travel and Expense Management:

• Coordinate travel arrangements for the CHRO, including booking flights, accommodations, and ground transportation.
• Manage the CHRO’s travel and entertainment expenses, ensuring timely submission and compliance with company policies.

Calendar & Time Management:

• Optimize and manage the CHRO’s daily and weekly schedule, balancing multiple priorities and accommodating last-minute changes or requests.
• Remind the CHRO of key deadlines and events, detailed logistics, related materials, etc. helping to prioritize tasks and commitments effectively.

LinkedIn Query Management:

• Monitor and respond to queries, messages, and connection requests on the CHRO’s LinkedIn profile.
• Use discretion to determine when it is appropriate for the CHRO to respond directly, when to forward inquiries to HR or other departments, and when to handle the response on behalf of the CHRO.
• Manage professional networking opportunities and inbound recruitment inquiries, providing timely responses to relevant queries while maintaining the CHRO’s professional image.
• Escalate any urgent or sensitive matters to the CHRO as needed and ensure proper follow-up on important contacts and requests.

Skills & Knowledge:

• Organization Skills 
• Email, Calendar, Travel and Expense Management
• Event Planning & Management
• Excellent Verbal & Written Communication
• Tech savvy
• MS Office Proficiency, including CoPilot fundamentals
• Stakeholder Management

Qualification & Experience:

• 7 – 12 years of relevant Executive Assistant experience supporting leaders in complex global roles
• Experience in handling geographically diverse stakeholders.