The Hird - USA
Website:
thehird.com
Job details:
Roles and Responsibilities:
Executive Support and Stakeholder Partnership: Provide proactive and high-quality Executive Assistant support to two to three assigned senior professionals, including complex calendar management across time zones, meeting coordination, domestic and international travel planning, expense management, briefing material preparation, presentation support, follow-up tracking, and handling of confidential and time-sensitive matters. Act as a trusted partner by anticipating leadership needs, managing competing priorities, resolving scheduling conflicts, protecting executive time, and ensuring timely, polished, and professional communication with internal
and external stakeholders.
People Leadership and Team Development: Lead, coach, and develop the Executive Assistant team by building a culture of accountability, professionalism, discretion, collaboration, inclusion, and service excellence. Provide guidance to Team Managers, Lead Analysts, Senior Analysts, Analysts, and Management Trainees through regular feedback, goal setting, performance conversations, development planning, onboarding support, cross-training, capability-building initiatives, and succession readiness. Monitor workload distribution, attendance discipline, leave planning, coverage arrangements, team engagement, and individual performance to ensure
sustainable delivery and strong team morale.
Service Delivery and Operational Governance: Own day-to-day delivery governance for the EA function, including service standards, workflow management, escalation handling, stakeholder communication, reporting routines, compliance adherence, and quality control. Establish and maintain SOPs, knowledge repositories, quality checklists, escalation protocols, capacity plans, operational dashboards, SLA routines, and risk controls across calendar support, meeting coordination, travel, expenses, reporting, vendor coordination, and
administrative query management.
Process Improvement, Reporting, and Transformation: Use operational data, service metrics, stakeholder feedback, and team inputs to identify trends, address service gaps, improve workload allocation, strengthen governance, and enhance stakeholder experience. Drive standardization, automation, continuous improvement, process simplification, service scalability, and efficiency initiatives. Prepare and present performance updates, dashboards, MBRs, QBRs, issue logs, action trackers, and leadership summaries with accuracy, clarity, and appropriate business context.
Stakeholder Management and Escalation Resolution: Build trusted relationships with senior professionals, business leaders, cross-functional teams, vendors, and internal stakeholders. Understand stakeholder expectations, manage service feedback, resolve operational issues, and ensure transparent communication on priorities, risks, constraints, and action plans. Handle escalations with judgment, urgency, discretion, and professionalism while ensuring root-cause review and corrective actions where required.
Compliance, Confidentiality, and Risk Management: Ensure adherence to company policies, administrative procedures, confidentiality requirements, data privacy expectations, travel and expense guidelines, and stakeholder-specific protocols. Maintain high standards of discretion while handling sensitive business information, leadership calendars, personnel matters, documents, and communications. Identify operational risks, strengthen controls, and ensure appropriate documentation and governance across the EA support model.
Qualifications and Work Experience: Bachelor’s degree in business administration, Communications, Management, or a related field is required; a master’s degree is preferred. The role requires 12+ years of relevant experience in executive support, administrative service delivery, shared services, operations, stakeholder management, or people leadership. Prior experience supporting senior or C-level executives, managing Executive Assistant teams, leading administrative operations, handling confidential matters, overseeing performance reporting, managing business reviews, and balancing direct executive support with team
management responsibilities is highly desirable.
Technical and Functional Skills: Advanced proficiency in Microsoft Office Suite, Outlook, Word, Excel, PowerPoint, Microsoft Teams, Zoom, and similar collaboration tools are required. Strong capability is expected in calendar management, meeting coordination, travel and expense support, presentation preparation, stakeholder reporting, dashboards, workforce planning, service metrics, performance management, prioritization, problem-solving, data interpretation, risk assessment, and preparation of leadership updates with strong attention to detail
and accuracy.
Behavioral and Leadership Competencies: Demonstrate executive presence, maturity, sound judgment, integrity, discretion, confidentiality, ownership, adaptability, and high emotional intelligence. Communicate clearly and professionally across levels, influence without authority, manage ambiguity, remain composed under pressure, and promote a positive team culture aligned with business priorities, service excellence, continuous improvement, and organizational expectations.
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