Executive Assistant - Human Resources
Employer not yet confirmed · Everett, Washington, United States · onsite
The HR Executive Assistant supports several executives within the Fortive Corporate Human Resources (HR) team. This role is for someone who brings exceptional organization, follow-through, and judgment to the day-to-day operations of our senior HR leaders. The HR Executive Assistant will provide high-quality administrative support with a primary focus on calendar management, travel coordination, expense management, and meeting logistics.
This role ensures the supported Vice Presidents are prepared, organized, and able to focus on the highest-value priorities for the HR function and the business. The role requires proactive planning, attention to detail, discretion, and the ability to manage multiple senior leaders’ needs in a fast-paced corporate environment.
This is an office-based role, requiring the candidate to be onsite at our Everett, WA headquarters for a minimum of four days a week.
Executive Support & Calendar Management
- Manage complex calendars for multiple VPs of HR, including prioritizing meetings, resolving scheduling conflicts, and coordinating across global time zones.
- Use sound judgment to protect focus time, create meeting buffers, and ensure calendars reflect business priorities and leader preferences.
- Coordinate internal and external meetings, including employee events, interview panels, and onsite visits.
- Track follow-up and action items, as well as key decisions from meetings as needed, partnering with HR team members to support timely execution.
- Proactively anticipate calendar needs, recurring meetings, seasonal HR cycles, and deadlines tied to talent, compensation, performance, and organizational processes.
- Partner effectively with other Executive Assistants, HR team members, business leaders and team members, and external stakeholders to coordinate priorities and ensure smooth communication.
- Handle sensitive HR, employee, and business information with the highest level of confidentiality, discretion, and professionalism.
Travel, Expenses & Operational Support
- Plan and manage domestic and international travel for VPs of HR, including flights, hotels, ground transportation, agendas, and detailed itineraries.
- Monitor travel changes or disruptions and proactively adjust plans to minimize impact to calendars and business commitments.
- Ensure travel arrangements comply with Fortive policies and leader preferences, including required approvals, documentation, and cost-conscious decision-making.
- Prepare, review, and submit expense reports accurately and on time in accordance with company policy.
- Reconcile corporate card activity, receipts, and travel-related expenses, following up quickly to resolve issues or missing documentation.
- Support meeting and event logistics for employee events, interview panels, and onsite visits.
- Maintain organized files, templates, distribution lists, and standard work to support consistent administrative processes and continuous improvement.
Decision Rights
- Make routine calendar trade-offs and scheduling decisions aligned to VP priorities and business needs.
- Coordinate travel options and logistics within Fortive policy and approved guidelines.
- Prepare and submit expense reports and related documentation in accordance with company requirements.
- Send meeting logistics, scheduling updates, and routine follow-up communications on behalf of supported leaders as appropriate.
- Escalate sensitive employee, business, or prioritization matters to the appropriate HR leader for guidance.
Shared Corporate Responsibility
- Support shared office operations by helping maintain fully stocked kitchens and common areas across Fortive Corporate and FBS spaces, including beverages, snacks, coffee, and other essential supplies.
- Coordinate inventory management, vendor orders, deliveries, mail pickup, and distribution to ensure communal spaces remain organized, professional, and welcoming.
Qualifications
- Minimum of 5–8 years of experience supporting senior executives in a fast-paced corporate environment; experience supporting HR leaders preferred.
- Demonstrated strength in complex calendar management, travel coordination, and expense management for senior leaders.
- Advanced proficiency in Outlook, Teams, SharePoint, Word, Excel, PowerPoint, and expense management systems.
- Strong judgment, confidentiality, and professionalism when handling sensitive HR, employee, and business information.
- Exceptional attention to detail, prioritization, organization, and follow-through across multiple leaders and competing requests.
- Ability to anticipate needs, solve problems proactively, and adapt quickly as priorities change.
- Strong relationship skills with the ability to collaborate effectively across HR, Finance, Legal, business leaders, and other Executive Assistants.
- Comfortable using AI-enabled tools to improve drafting, summarization, scheduling, meeting preparation, and standard work where appropriate.
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