Executive Assistant, Head of Talent & Total Rewards

The role

We are looking for an Executive Assistant to support the VP of Talent and Rewards Operations. This role provides high-level administrative and operational support, ensuring smooth coordination of Talent and Rewards initiatives and enabling the VP to focus on strategic priorities. This is a remote role based in the USA (East Coast).

Your responsibilities will include: 

Executive Support

• Manage the VP’s calendar and schedule across multiple stakeholders and time zones
• Coordinate internal and external meetings, including leadership and board preparation
• Prepare agendas, briefing materials, and presentations
• Track action items and follow-ups to ensure deadlines are met
• Arrange travel and manage expense reports
• Handle sensitive information with discretion

Talent and Rewards Operations Coordination

• Coordinate logistics for performance reviews, talent review meetings, and compensation cycles
• Organize and maintain documentation such as org charts, job descriptions, and policy materials
• Track timelines and milestones for key initiatives, including annual compensation planning and engagement programs
• Support coordination with HR, Finance, Legal, and leadership teams

Reporting and Administrative Support

• Compile and format HR data for dashboards and leadership updates
• Prepare executive-level presentations and reports
• Maintain trackers for hiring plans, workforce planning, and organizational updates

Stakeholder and Team Coordination

• Act as the primary coordination point for internal stakeholders engaging with the VP
• Manage team communications and updates
• Organize offsites, planning sessions, and leadership meetings
• Support onboarding for new HR team members, including system access and scheduling

We expect you to have: 

• 6-10 years of experience supporting senior executives, ideally in HR, Talent, or Rewards operations
• Proven ability to handle confidential and sensitive information
• Strong organizational and calendar management skills
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Outlook)
• Experience with HR systems and collaboration tools
• Strong judgment, discretion, and ability to operate in high-trust environments
• Ability to manage multiple priorities in a fast-paced environment

Key employee benefits in the US:

• Health insurance: 100% company-paid medical, dental, and vision coverage for employees and families.
• 401(k) plan: Up to 4% company match with immediate vesting.
• Parental leave: 20 weeks paid for primary caregivers, 12 weeks for secondary caregivers.
• Remote work reimbursement: Up to $85/month for mobile and internet.
• Disability & life insurance: Company-paid short-term, long-term and life insurance coverage.