People Operations Executive Assistant

We are seeking an Executive Assistant with a “no-job-is-too-small” attitude to join our growing Talent Management (People Operations) team. You will support the SVP of Talent Management, taking initiative to ensure the office runs smoothly and supporting her and all of her needs. Responsibilities include everything from managing general  

This position requires in-office presence on Monday, Tuesday, and Wednesday, with occasional flexibility to come in on other days as needed.

Executive & Administrative Support

• Manage complex scheduling, calendars, travel arrangements, and itineraries
• Provide daily administrative support, including meeting setup, note-taking, and follow-ups
• Prepare and process memos, reports, expense submissions, and invoice approvals
• Maintain organized filing systems, personnel records, and mailing lists
• Review, sort, and distribute incoming mail

Office & Facilities Management

• Oversee general office, building, and off-site maintenance and repairs
• Order and manage inventory for office, kitchen, and janitorial supplies
• Ensure common areas are tidy and well-maintained
• Coordinate office logistics such as vendor interactions and supply restocking
• Track and manage facility needs across all company locations

Event Planning & Internal Communications

• Lead planning and execution of events, including holiday parties, happy hours, and team lunches
• Coordinate food and logistics for on-site and off-site meetings
• Design office communications, event flyers, and presentation slides using Canva
• Support presentation development with input from team members
• Compile summaries of articles, reports, and visual content for internal use

Special Projects & Ad Hoc Tasks

• Manage and track special projects as assigned by the SVP of Talent Management
• Conduct research and compile information into reports or presentations
• Create polished PowerPoint decks and Excel trackers for internal initiatives
• Assist with one-off requests that support People Operations and cross-functional needs

Background & Experience

• Proven experience in executive support, office management, or similar roles
• Strong track record managing scheduling, travel, events, and administrative tasks
• Experience supporting People Operations or HR functions is a plus
• Background in coordinating office logistics, facilities, and vendor relationships
• Exposure to internal communications, including presentation and collateral development

Knowledge & Skills

• Exceptionally organized with strong time management and prioritization abilities
• Clear and effective written and verbal communication
• High attention to detail and accuracy across all deliverables
• Discreet and trustworthy with confidential information
• Advanced Excel skills - for data integrity, analytics and reporting
• Graphic design skills – create designs for employee swags, flyers, and branding materials for events
• Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word), Canva, and Asana (or similar)
• Customer service mindset with a proactive, adaptable attitude
• Spanish language skills a plus