Executive Assistant

**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.
- ** 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.