Executive Assistant to the CHRO

JOB OVERVIEW

The Executive Assistant to the CHRO provides high-level coordination and administrative support to the Chief Human Resources Officer by managing schedules, facilitating communication, and ensuring timely execution of key priorities. The role ensures alignment, organization, and follow-through of HR initiatives to support efficient leadership and decision-making. Additionally, this position provides coordination, documentation, and logistical support to the Learning & Organizational Development (L&OD) function, including training and development activities that support organization-wide capability building.

DUTIES AND RESPONSIBILITIES

1. Executive Coordination and Priority Control

• Schedule and manage the CHRO's calendar and priority commitments.
• Coordinate meetings, agendas, and required materials for executive discussions.
• Track and follow through on key HR initiatives and action items.
• Screen communications and ensure timely routing of concerns and requests.
• Maintain organized executive records, documents, and meeting files.

2. Strategic Coordination and Initiative Tracking

• Support coordination of HR strategic initiatives and projects.
• Synthesize updates, reports, and data for executive review.
• Track key deliverables, timelines, and action plans.
• Serve as liaison between the CHRO and internal stakeholders.
• Standardize documentation and reporting formats for HR initiatives.

3. Executive Communication and Stakeholder Monitoring

• Screen and manage executive communications on behalf of the CHRO.
• Synthesize key messages, updates, and briefing materials.
• Serve as point of contact for internal and external stakeholders.
• Support preparation of presentations, reports, and executive communications.
• Ensure timely and accurate dissemination of information.

4. Administrative Coordination and Documentation Control

• Coordinate and maintain executive and HR documentation and records.
• Ensure timely submission and organization of reports and required documents.
• Monitor compliance with administrative processes and documentation standards.
• Facilitate coordination of administrative requirements and internal processes.

5. L&OD Coordination, Training Logistics and Delivery Support

• Coordinate training schedules, venues, materials, equipment, and related requirements for L&OD programs.
• Ensure readiness of training requirements and cost-efficient use of training resources.
• Request and monitor training-related expenses in line with the approved training budget.
• Maintain attendance, training records, trackers, and databases; prepare and consolidate required training reports.
• Assist during training sessions and support facilitators, participants, and material distribution.
• Communicate training schedules and updates and coordinate logistics with departments and participants.
• Gather feedback and assist in training evaluation, effectiveness analysis, and continuous improvement of L&OD processes.

6. Corporate Standards & Administration

• Skills Development: Own continuous development and apply learning to improve performance.
• Code of Ethics and Conduct: Comply with the Company Code of Ethics, Code of Conduct, and applicable policies.
• Quality Management: Follow documented procedures, report non-conformities, and support continuous improvement.
• Safety and Workplace Hazards: Follow applicable workplace safety requirements and safe work practices, use required PPE when necessary, and promptly report hazards, unsafe conditions, incidents, and near misses.
• Data Privacy: Protect personal, confidential, and sensitive information in accordance with policy and law.
• Other Duties: Perform other related duties that may be assigned within the reasonable scope of the position.

QUALIFICATIONS

Technical Knowledge

• Advanced calendar management, executive scheduling, and priority coordination.
• Proficiency in Microsoft Excel, PowerPoint, and Word for reports and executive materials.
• Executive report, briefing document, and presentation-deck preparation.
• HR process, documentation, project/initiative tracking, and workflow coordination.
• Data organization, reporting consolidation, dashboard tracking, and records management.
• Working knowledge of training scheduling, logistics coordination, training records, and basic T&D processes.

Behavioral Competencies

• Professionalism, discretion, confidentiality, and integrity.
• Strong organization, time management, and multiple-priority handling.
• Excellent communication and stakeholder coordination.
• Proactive, detail-oriented, and strong follow-through capability.
• Problem-solving mindset and ability to anticipate executive needs.
• Adaptability, collaboration, and ability to work under pressure.

Job Requirements

• Education: Graduate of Business Administration, Psychology, Human Resource Development, or related field.
• Experience: At least 2–4 years of experience in executive support, HR coordination, or a similar role (experience supporting senior leaders or executives is highly preferred).
• Additional Assets: Exposure to training coordination, logistics, or L&OD support is an advantage; strong proficiency in MS Office (especially Excel and PowerPoint); proven experience in report preparation, presentation support, executive deliverables, and handling confidential information.