Executive Assistant (Human Resources)

Binding Minds Inc. (Certified Disability Owned Business Enterprise); Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Binding Minds Inc. is seeking an Executive Assistant to provide high-level administrative and operational support to the Head of Human Resources and a subset of the leadership team.

The role requires discretion, organization, prioritization, and strong communication as you handle confidential people-related matters and interact with senior leaders and external stakeholders. The ideal candidate is proactive, detail-oriented, and comfortable operating autonomously in a fast-paced environment.

Responsibilities

• Calendar Management: Proactively manage a complex, fast-moving calendar involving the Head of HR, coordinating with the CEO, various committees, HR Leadership Team, business leaders, and external stakeholders; anticipate conflicts, identify risks, protect focus time, and help reorient priorities when schedules shift.
• Meeting & Event Coordination: Organize logistics for internal and external meetings, often partnering closely with assistants across the firm
• Expense Management: Prepare and submit accurate expense reports in a timely manner, and review and approve expenses on behalf of the HR department.
• Travel Arrangements: Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Team Support: Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Senior Stakeholder Partnership: Serve as an extension of the leader by anticipating needs, managing trade-offs, exercising sound judgment, and helping maintain momentum across a broad set of priorities.
• Relationship Building: Build strong, collaborative relationships across senior leadership offices, HR colleagues, external contacts, and the administrative assistant community to support effective coordination and partnership.
• Project & Operational Support: Track commitments, follow-ups, talent calendar milestones, upcoming deadlines, and action items from leadership teams, talent committees, and other workstreams to ensure priorities move forward and nothing falls through the cracks.
• Presentation Support: Assist in the creation and formatting of team meeting, Town Halls and other presentations using PowerPoint and copilot
• Performance Review Coordination: Manage scheduling and documentation for year-end performance activities.
• Onboarding: Lead the onboarding process for all new HR team members, ensuring a smooth and welcoming experience.

Job description

The Executive Assistant will provide high-level administrative and operational support to the Head of Human Resources, and a subset of the leadership team, serving as a trusted partner who anticipates needs, exercises sound judgment, and helps manage a dynamic, fast-moving agenda. This role requires strong discretion, organization, prioritization, and communication skills, with regular exposure to confidential people-related matters and frequent interaction with senior business leaders of the firm, HR colleagues, and external stakeholders.

The ideal candidate is proactive, detail-oriented, and comfortable operating with autonomy in an ambiguous, fast-paced environment. They will enjoy solving complex scheduling, calendar and logistical puzzles, supporting project coordination for HR initiatives, and using technology and AI to improve processes, increase efficiency, and create leverage for the team.

RESPONSIBILITIES

• Calendar Management: Proactively manage a complex, fast-moving calendar involving the Head of HR, coordinating with the CEO, various committees, HR Leadership Team, business leaders, and external stakeholders; anticipate conflicts, identify risks, protect focus time, and help reorient priorities when schedules shift.
• Meeting & Event Coordination: Organize logistics for internal and external meetings, often partnering closely with assistants across the firm
• Expense Management: Prepare and submit accurate expense reports in a timely manner, and review and approve expenses on behalf of the HR department.
• Travel Arrangements: Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Team Support: Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Senior Stakeholder Partnership: Serve as an extension of the leader by anticipating needs, managing trade-offs, exercising sound judgment, and helping maintain momentum across a broad set of priorities.
• Relationship Building: Build strong, collaborative relationships across senior leadership offices, HR colleagues, external contacts, and the administrative assistant community to support effective coordination and partnership.
• Project & Operational Support: Track commitments, follow-ups, talent calendar milestones, upcoming deadlines, and action items from leadership teams, talent committees, and other workstreams to ensure priorities move forward and nothing falls through the cracks.
• Presentation Support: Assist in the creation and formatting of team meeting, Town Halls and other presentations using PowerPoint and copilot
• Performance Review Coordination: Manage scheduling and documentation for year-end performance activities.
• Onboarding: Lead the onboarding process for all new HR team members, ensuring a smooth and welcoming experience.