Job DescriptionPOSITION TITLE: Executive Staff Assistant
REPORTS TO: CHRO
POSITION SUMMARY: Manage a complex, fast moving calendar and high touch operational support for the CHRO, serving as a key operational liaison between HR leadership, cross-functional teams, and the Office of the CEO.
RESPONSIBILITIES:CALENDAR & TIME MANAGEMENT- Manage scheduling and coordination of complex meetings, team syncs, and individual touchpoints across global time zones with a high sense of urgency, accuracy, and discretion.
- Partner with the Office of the CEO to align executive schedules, balancing high-priority corporate meetings, personal appointments, and competing business needs.
- Take complete ownership of schedule prioritization, anticipating daily operational needs and proactively resolving calendar conflicts before they cause friction.
- Maintain flexibility to work outside standard U.S. time zones to accommodate executive travel schedules and international partners.
TRAVEL, EXPENSES & LOGISTICS- Coordinate complex domestic and international travel arrangements; prepare detailed, end-to-end itineraries including flights, visas, ground transport, accommodations, and agenda details.
- Reconcile and approve invoices and expense reports in a timely manner, ensuring strict compliance with company deadlines and policy.
- Address and resolve travel and expense challenges immediately as they arise.
- Maintain flexibility to travel as needed to support executive operations and on-site events.
COMMUNICATION & STAKEHOLDER MANAGEMENT- Act as a primary liaison between the executive team, C-suite leaders, executive assistants, board members, and external partners.
- Edit, prepare, and polish executive presentations, briefing materials, pre-reads, and follow-up action items.
- Answer, screen, and route incoming calls and emails, handling all proprietary and non-routine information with absolute privacy and care.
- Build and maintain collaborative, positive relationships across all organizational levels in a multicultural environment.
LEADERSHIP MEETING PLANNING & EXECUTION- Define meeting objectives, urgency, and topic sequencing with HR leadership to maximize engagement and support alignment with the Office of the CEO.
- Source, secure, and oversee appropriate venues, managing on-site arrangements and hybrid technology setups.
- Direct on-site staff during live sessions, managing strict event timelines and pacing to keep agendas on track.
- Oversee menu planning and catering logistics, ensuring seamless accommodation of complex and strict dietary needs.
GENERAL ADMINISTRATIVE SUPPORT- Support HR senior leaders with general administrative execution, including IT tickets, new hire setups, meeting room bookings, and ad-hoc projects.
- Work with ease and efficiency in high-activity environments, maintaining flexibility to stay outside standard hours as business needs dictate.
- Maintain in-person/in-office collaboration as required by business needs (estimated at a minimum of 3 days/week).
QUALIFICATIONS:- Associate's or Bachelor's degree or commensurate professional experience required.
- 8+ years of experience supporting Executive Leadership (C-suite/SVP level) in a high-touch capacity.
- Proven expertise booking and managing extensive international travel, visa applications, and complex logistics.
- Proficiency with Concur, Ariba, or similar expense management systems preferred.
- Advanced proficiency in Google Workspace and digital collaboration tools.
- Strong analytical, organizational, interpersonal, and problem-solving skills with critical attention to detail.
- Excellent written and verbal communication skills, with demonstrated ability to handle confidential data with total discretion.
- Proven track record of thriving in a fast-paced, deadline-oriented, and multicultural environment.
PAY/BENEFITS INFORMATION:- Actual starting pay is determined by various factors, including but not limited to relevant experience and location.
- Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits.
- Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service. For additional information, please click HERE.
- AEO may also provide discretionary bonuses and other incentives at its discretion.
