Executive Assistant

Executive Assistant

The Executive Assistant (EA) provides high-impact, proactive administrative and operational support to the Chief People Officer (CPO). This role is critical in enabling the CPO to focus on driving the global people strategy, organizational effectiveness, talent initiatives, employee experience, and business transformation priorities. Operating in a fast-paced, global environment, the EA acts as a trusted partner, managing complex schedules, communications, and coordination across the People function and wider executive team.

The successful candidate is highly organized, discreet, and confident working with senior executives, with the ability to anticipate needs, exercise sound judgment, and manage competing priorities effectively. The role follows a hybrid working model, with three days per week based out of the Jacksonville headquarters office.

Key Responsibilities

• Executive Support & Calendar Management
• Manage the highly complex and dynamic calendar of the Chief People Officer, balancing strategic priorities, leadership commitments, board and executive meetings, and external engagements.
• Proactively resolve scheduling conflicts and prioritize time-sensitive matters across a global stakeholder network.
• Act as a gatekeeper for executive time, ensuring efficient information flow, decision-making, and alignment with organizational priorities.
• Coordinate executive leadership meetings, People Leadership Team meetings, talent reviews, and business planning sessions.

• Meetings, Communications & Preparation
• Coordinate People leadership meetings, executive forums, offsites, and organizational planning sessions, including agenda preparation, briefing materials, and follow-up actions.
• Prepare, edit, and proofread presentations, reports, employee communications, and executive correspondence with a high degree of accuracy and professionalism.
• Capture key decisions and actions from meetings and ensure timely tracking and completion across stakeholders.
• Support preparation for Board, Executive Committee, Compensation Committee, and Talent Committee materials as required.

• Travel & Logistics
• Arrange complex domestic and international travel for the CPO, including itineraries, accommodation, transport, and expense coordination.
• Anticipate logistical challenges and provide contingency planning to ensure seamless execution of travel and key events.
• Coordinate logistics for People team leadership meetings, town halls, strategy sessions, and organizational events.

• Stakeholder & Team Coordination
• Serve as a key point of contact between the CPO, Executive Leadership Team members, Board representatives, People team leaders, and external stakeholders.
• Build strong working relationships across HR, Talent Acquisition, Total Rewards, Learning & Development, Internal Communications, Legal, Finance, and other business functions.
• Partner closely with Executive Assistants across the organization to ensure alignment and efficient coordination of executive priorities.
• Facilitate cross-functional collaboration and support the execution of strategic People initiatives.

• Operational & Administrative Excellence
• Support operational needs including document management, project tracking, action planning, leadership dashboards, and confidential employee matters.
• Handle highly sensitive and confidential information with the utmost discretion, professionalism, and integrity.
• Coordinate key People processes such as leadership meetings, talent reviews, succession planning discussions, and organizational planning cycles.
• Identify and implement opportunities to improve administrative processes, workflows, and operational efficiency.
• Own the consolidation, coordination, and distribution of executive-level People reporting, ensuring accuracy, consistency, and alignment across the function.
• Support the tracking and governance of strategic People initiatives and key deliverables.

Experience & Skills

• Bachelor's degree in Business Administration, Human Resources, Communications, or a related field, or equivalent professional experience.
• 5+ years' proven experience as an Executive Assistant supporting C-suite executives, preferably within Human Resources, People, or corporate functions in a global organization.
• Demonstrated ability to support senior executives in a fast-paced, matrixed environment.
• Exceptional organizational, planning, and prioritization skills with strong attention to detail.
• Excellent written and verbal communication skills, with confidence interacting with senior leaders and external stakeholders.
• Advanced proficiency in Microsoft Office applications (Outlook, PowerPoint, Word, Excel).
• Experience leveraging AI-enabled productivity tools is an advantage.
• High level of discretion and professionalism when handling confidential employee, organizational, and executive information.
• Experience supporting People, Human Resources, Talent, or Corporate Functions is strongly preferred.
• Comfortable working across multiple time zones and coordinating with international…