Executive Secretary - WOXA GROUP

The Executive Secretary to the Chief Human Resources Officer (CHRO) is the "gatekeeper" and strategic partner to the head of the people function. Unlike a general administrative role, this position requires a high degree of business acumen and an understanding of HR confidentiality. The Executive Secretary provides high-level administrative and strategic support to the CHRO. You act as a primary point of contact for internal and external stakeholders—including the Board of Directors, executive leadership (C-suite), and global HR teams—while managing complex projects and sensitive information.

Strategic Calendar & Workflow Management

• Priority Management: Proactively manage the CHRO’s schedule, ensuring time is allocated to high-priority strategic initiatives versus routine meetings.
• Gatekeeping: Screen incoming calls, emails, and meeting requests, deciding what requires the CHRO’s immediate attention and what can be delegated.
• Meeting Logistics: Coordinate high-stakes meetings (Board Committees, Global HR Leadership summits), including agenda preparation and minute-taking.

High-Stakes Communication

• Drafting & Editing: Prepare sophisticated presentations, speeches, and company-wide announcements on behalf of the CHRO.
• Confidentiality: Handle sensitive documents related to executive compensation, restructuring, legal litigation, and succession planning with absolute discretion.
• Liaison: Act as the CHRO’s representative in communications with other C-suite offices (COO, CFO, etc.).

Project Coordination & Research

• HR Analytics Support: Compile reports and data visualizations for the CHRO to present in board meetings (e.g., headcount reports, diversity metrics).
• Follow-up: Track the progress of Global HR/HR department goals and "nudge" direct reports to ensure the CHRO’s directives are being met.
• Travel & Expenses: Manage complex international travel itineraries and reconcile high-volume expense reports.

Office Operations & Culture

• HR Team Glue: Often serves as the cultural anchor for the HR leadership team, organizing retreats and internal celebrations.
• Process Improvement: Identify ways to streamline administrative workflows within the Executive Office.

• Bachelor’s degree in Business Administration, HR, or Liberal Arts.
• 5+ years supporting C-level executives, preferably within an HR or Legal environment.
• Advanced Presentation: Ability to create "Consulting-style" slides for executive meetings.
• MS Excel: Proficiency in managing budget trackers and simple data analysis.
• Digital Tools: Experience with Google Meet, MS Teams, Zoom, and HRIS (to pull basic reports).
• Exceptional Discretion: This is the most critical skill; you will see the salaries of everyone in the company.
• High Emotional Intelligence (EQ): The ability to handle stressed employees or angry managers with grace.
• Proactive Problem-Solving: "Fixing the problem before the CHRO knows it exists."
• Storytelling & Communication
• Excellent stakeholder management with cross-cultural sensitivity.
• Interpersionality
• Pressure management