Job Description

POSITION TITLE: Executive Staff Assistant
REPORTS TO: CHRO

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.