Executive Staff Assistant to CHRO

American Eagle Outfitters•New York, NY

2d•Hybrid

About The Position

Manage a complex, fast-moving calendar and high-touch operational support for the CHRO, serving as a key operational liaison between HR leadership, cross-functional teams, and the Office of the CEO.

Requirements

Associate’s or Bachelor’s degree or commensurate professional experience required.
8+ years of experience supporting Executive Leadership (C-suite/SVP level) in a high-touch capacity.
Proven expertise booking and managing extensive international travel, visa applications, and complex logistics.
Advanced proficiency in Google Workspace and digital collaboration tools.
Strong analytical, organizational, interpersonal, and problem-solving skills with critical attention to detail.
Excellent written and verbal communication skills, with demonstrated ability to handle confidential data with total discretion.
Proven track record of thriving in a fast-paced, deadline-oriented, and multicultural environment.

Nice To Haves

Proficiency with Concur, Ariba, or similar expense management systems preferred.

Responsibilities

Manage scheduling and coordination of complex meetings, team syncs, and individual touchpoints across global time zones with a high sense of urgency, accuracy, and discretion.
Partner with the Office of the CEO to align executive schedules, balancing high-priority corporate meetings, personal appointments, and competing business needs.
Take complete ownership of schedule prioritization, anticipating daily operational needs and proactively resolving calendar conflicts before they cause friction.
Maintain flexibility to work outside standard U.S. time zones to accommodate executive travel schedules and international partners.
Coordinate complex domestic and international travel arrangements; prepare detailed, end-to-end itineraries including flights, visas, ground transport, accommodations, and agenda details.
Reconcile and approve invoices and expense reports in a timely manner, ensuring strict compliance with company deadlines and policy.
Address and resolve travel and expense challenges immediately as they arise.
Maintain flexibility to travel as needed to support executive operations and on-site events.
Act as a primary liaison between the executive team, C-suite leaders, executive assistants, board members, and external partners.
Edit, prepare, and polish executive presentations, briefing materials, pre-reads, and follow-up action items.
Answer, screen, and route incoming calls and emails, handling all proprietary and non-routine information with absolute privacy and care.
Build and maintain collaborative, positive relationships across all organizational levels in a multicultural environment.
Define meeting objectives, urgency, and topic sequencing with HR leadership to maximize engagement and support alignment with the Office of the CEO.
Source, secure, and oversee appropriate venues, managing on-site arrangements and hybrid technology setups.
Direct on-site staff during live sessions, managing strict event timelines and pacing to keep agendas on track.
Oversee menu planning and catering logistics, ensuring seamless accommodation of complex and strict dietary needs.
Support HR senior leaders with general administrative execution, including IT tickets, new hire setups, meeting room bookings, and ad-hoc projects.
Work with ease and efficiency in high-activity environments, maintaining flexibility to stay outside standard hours as business needs dictate.
Maintain in-person/in-office collaboration as required by business needs (estimated at a minimum of 3 days/week).