Executive Assistant

Description

• Manage a complex and dynamic executive calendar, coordinating meetings, travel, and strategic priorities.
• Partner closely with other executive assistants to ensure alignment across leadership calendars and business initiatives.
• Anticipate scheduling conflicts, prioritize competing demands, and proactively resolve issues.
• Coordinate domestic travel arrangements, itineraries, accommodations, and expense reporting.
• Ensure the CHRO is prepared for meetings through the development of agendas, briefing materials, and supporting documentation.

• Serve as a trusted representative of the CHRO when engaging with executives, employees, external partners, and executive search firms.
• Maintain a professional and polished presence that reflects the values and standards of Fermi America.
• Facilitate communication and follow-up between the CHRO and internal stakeholders.
• Act as a proxy on designated initiatives while ensuring alignment with executive priorities.
• Support recruiting leadership activities and executive-level candidate interview coordination.

• Manage purchase orders (POs), statements of work (SOWs), invoices, and department administrative processes.
• Monitor action items, deadlines, and project deliverables on behalf of the CHRO.
• Maintain organizational charts and leadership directories with a high degree of accuracy and attention to detail.
• Assist with departmental planning, budgeting activities, reporting, and workforce analytics.
• Coordinate leadership meetings, team events, employee engagement activities, lunches, and special events.
• Support office management activities, vendor coordination, and departmental supply management.

• Develop presentations, reports, and executive communications using PowerPoint, Excel, and other business tools.
• Compile and analyze data to support decision-making and leadership reporting.
• Prepare professional executive-level materials for meetings, presentations, and strategic initiatives.
• Draft correspondence and communications on behalf of the CHRO as needed.

• Handle highly sensitive employee, organizational, and business information with the utmost discretion.
• Exercise sound judgment when managing confidential matters and executive communications.
• Demonstrate strong discernment regarding what information requires escalation, confidentiality, or executive involvement.
• Build trusted relationships throughout the organization while maintaining professionalism and confidentiality.

Requirements

• 5+ years of experience supporting C-suite executives, senior leaders, or executive teams.
• Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Advanced proficiency in Microsoft Outlook, Excel, PowerPoint, Word, and Teams.
• Strong analytical capabilities and comfort working with reports, metrics, and executive presentations.
• Excellent written and verbal communication skills.
• Demonstrated experience handling confidential and sensitive information.
• Ability to work independently with minimal supervision while maintaining a high level of accuracy.
• Strong attention to detail and commitment to operational excellence.

• Experience supporting a Chief Human Resources Officer or Human Resources leadership team.
• Experience in a high-growth, startup, energy, infrastructure, construction, engineering, technology, or industrial environment.
• Experience managing budgets, vendors, purchase orders, invoices, and statements of work.
• Experience coordinating executive recruiting activities and working with executive search firms.