Executive Assistant

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

The Executive Assistant (EA) to the Chief Human Resources Officer (CHRO) serves as a strategic partner, providing high-level administrative, operational, and analytical support. This role goes beyond traditional administrative duties by incorporating data-driven insights, cross-functional coordination, and executive-level communication, ensuring the CHRO can effectively lead organizational priorities. The position requires exceptional organizational ability, business acumen, discretion, and the capacity to manage competing priorities in a fast-paced environment.

ESSENTIAL FUNCTIONS

Administrative Support

• Manage and optimize complex executive calendars, including prioritizing competing demands, resolving scheduling conflicts, and aligning meetings with strategic priorities.
• Coordinate travel arrangements, including itineraries, accommodations, expense tracking, and contingency planning.
• Draft, edit, and format high-quality correspondence, presentations, board materials, and reports with a strong attention to detail and executive tone.
• Prepare briefing materials in advance of meetings, ensuring the CHRO is equipped with relevant background, talking points, and data.
• Coordinate logistics for meetings (executive, board-level, and cross-functional), including agenda creation, document distribution, note-taking, and tracking follow-up actions.
• Represent the CHRO in meetings, as appropriate, by communicating priorities, capturing key discussions, and ensuring alignment on follow-up actions and deliverables.

Data Analytics

This is a high-impact component of the role, requiring both technical and analytical thinking:

Data Collection & Integration

• Aggregate HR data from multiple systems and sources, including:
  • Workday HCM (headcount, turnover, compensation, performance)
  • Employee engagement surveys and pulse surveys
  • Exit interviews and retention data
  • Talent acquisition metrics (time-to-fill, cost-per-hire)
  • External benchmarks (labor market data, competitor practices, government statistics)
• Ensure data accuracy, consistency, and integrity by validating inputs and reconciling discrepancies across systems.

Data Analysis & Interpretation

• Identify patterns, correlations, and anomalies to uncover insights that inform HR and business decisions.
• Perform comparative analysis (e.g., year-over-year trends, department-level performance, industry benchmarks).
• Translate raw data into meaningful insights that align with business strategy.

Reporting & Visualization

• Develop and maintain dashboards and reports using tools such as Excel (advanced formulas, pivot tables), or similar platforms.
• Create visually compelling presentations (charts, graphs, executive summaries) tailored for senior leadership and board audiences.
• Automate recurring reports to improve efficiency and consistency.

Strategic Insights & Recommendations

• Provide actionable recommendations based on data (e.g., improving retention, optimizing workforce planning, enhancing engagement).
• Support HR initiatives such as recruitment strategies, succession planning, and talent development through data-backed insights.

Process Improvement & Systems Optimization

• Identify inefficiencies in reporting processes and recommend enhancements or automation opportunities.
• Partner with Comp and Benefits Manager to improve data infrastructure, reporting tools, and system integration.
• Standardize CHRO reporting methodologies and documentation for consistency across the organization.

Strategic Coordination

• Act as a gatekeeper and facilitator for the CHRO by assessing priorities, triaging issues, and ensuring timely follow-up on critical matters.
• Track progress of key HR and organizational initiatives, ensuring deadlines, deliverables, and milestones are met.
• Assist in preparing materials for executive leadership meetings, board presentations, and strategic planning sessions.
• Conduct research on emerging HR trends, competitive practices, and organizational strategies to support decision-making.
• Serve as a liaison between the CHRO and internal/external stakeholders, ensuring alignment and clear communication.

Confidentiality & Communication

• Handle highly sensitive information (e.g., employee relations issues, compensation data, organizational changes) with strict confidentiality.
• Facilitate communication between HR and other departments, fostering collaboration and trust.
• Represent the CHRO with professionalism and discretion in all interactions.

Project & Event Management

• Lead or support cross-functional projects such as leadership development programs, employee engagement initiatives, and organizational transformation efforts.
• Develop project plans, timelines, and tracking mechanisms to ensure successful execution.
• Coordinate logistics for events (training sessions, executive retreats, recognition programs), including vendor management and budgeting.
• Assist in creating internal communications and promotional materials to support HR initiatives and company culture.

Operational Excellence

• Establish and maintain organized systems for document management and tracking.
• Monitor incoming requests and communications, ensuring timely responses and appropriate prioritization.

• Continuously evaluate and improve administrative workflows, leveraging technology and best practices.
• Implement tools or processes that enhance the efficiency, accuracy, and scalability of support functions.

KNOWLEDGE, SKILLS & ABILITIES

• Advanced proficiency in Microsoft Office Suite:
  • Excel (pivot tables, VLOOKUP/XLOOKUP, data analysis)
  • PowerPoint (executive presentations)
  • Word (professional documentation)
• Experience with HR systems (e.g., Workday) and data visualization tools (e.g., Power BI, Tableau) preferred.
• Strong analytical and problem-solving skills with the ability to interpret complex data.
• Excellent written and verbal communication skills, with the ability to tailor messaging for executive audiences.
• High level of discretion, professionalism, and emotional intelligence.
• Ability to manage multiple priorities independently while collaborating across teams.
• Strong attention to detail and commitment to accuracy.

EDUCATION & EXPERIENCE

• Bachelor’s degree in Business, Human Resources, or a related field required.
• 5+ years of experience supporting senior executives, ideally in HR or a corporate environment required.
• Demonstrated experience with data analysis, reporting, or HR metrics.
• Experience working in fast-paced, high-growth, or complex organizational environments.