Job
Description
The Big Picture We are seeking a highly organized, tech-savvy, and strategically minded Executive Assistant to support the CHRO at Illumine-i. This high-impact role requires someone who thrives in dynamic environments, excels at cross-functional coordination, and brings a proactive approach to managing priorities, projects, and communications. You will act as a trusted partner to the CHRO—connecting the dots across HR, Engineering Operations , and the Center of Excellence (Automation, Data Insights, Process Excellence) , while also supporting external engagements and thought leadership efforts. What you can expect as an Executive Assistant at Illumine-i: Strategic & Operational Support Calendar & Time Management: You’ll coordinate and prioritize meetings with internal and external stakeholders; buffer time for strategic work and travel. Meeting Prep & Follow-Up: You’ll prepare agendas, briefing docs, and pre-reads; capture minutes and track action items through to completion. Departmental Coordination: You’ll liaise between HR, Engineering Ops, and CoE teams to streamline communication and track OKRs and deliverables. Project Tracking & Reporting: You’ll maintain dashboards and trackers for department initiatives; compile monthly updates and executive summaries. Document & Information Management: You’ll draft, proofread, and organize official communications, digital records, policies, and reports. People & Stakeholder Engagement Internal Communication: You’ll craft messages for Town Halls, all-hands, and internal updates from the CHRO’s desk. Stakeholder Relationship Management: You’ll maintain a CRM-style log for key internal and external relationships; assist with engagement touchpoints. Talent Development Oversight: You’ll track succession planning, leadership development initiatives, and employee feedback programs. External Engagement & Personal Branding Event Research & Planning: You’ll identify relevant industry events; manage registrations, logistics, and speaking proposals. Personal Branding & Thought Leadership: You’ll draft LinkedIn content, opinion pieces, and coordinate with design teams for visual storytelling. Awards & Media Opportunities: You’ll research relevant awards and prepare applications; support media outreach and content creation. Professional Network Engagement: You’ll maintain and nurture professional networks via platforms like LinkedIn; manage outreach strategy. Business Intelligence & Decision Support Market & Competitor Research: You’ll provide insights on industry trends, competitor moves, and relevant technologies/tools. Operational Insight Synthesis (CoE): You’ll work with CoE leaders to distill insights and translate technical data into executive-friendly formats. Board & Investor Communications: You’ll prepare decks, briefing notes, and maintain strategic narratives for key stakeholders. Administrative & Logistical Excellence Travel & Itinerary Management: You’ll plan end-to-end travel logistics and prepare comprehensive travel briefs with strategic goals. Expense & Budget Tracking: You’ll manage reimbursements, expense logs, and ensure compliance with internal audit requirements. Confidentiality & Gatekeeping: You’ll handle sensitive information discreetly; prioritize and filter incoming requests. Digital Tools & Productivity: You’ll leverage tools like Notion, Asana, and Slack to streamline operations and automate workflows. Delegation Tracking: You’ll maintain ownership matrices; flag delays, dependencies, and unresolved priorities. Essential Qualifications include: 3+ years of experience as an Executive Assistant, Chief of Staff, or similar strategic support role. Master’s degree in Business Administration, Human Resources, Communications, or a related field. Experience supporting C-level executives, preferably in fast-paced, multi-disciplinary environments. Exceptional organizational, communication, and multitasking skills. High proficiency in digital tools (Google Workspace, Slack, Notion, Asana, Excel). Excellent writing and content creation skills (for social media, presentations, internal comms). Discretion, diplomacy, and judgment in dealing with sensitive matters. Ability to take initiative, anticipate needs, and operate independently. Great to have: Certification or experience in project management methodologies is an advantage. Certification in project management (e.g., PMP, Agile) is a plus. Strong ability to build and maintain professional relationships across various levels of the organization and industry. Experience in HR-tech, automation, or sustainability-focused industries.
