Executive Assistant, Human Resources

About the role

The Executive Assistant (EA) contributes meaningfully to productive, effective operations for executive/senior leadership of a growing, global, consumer brand. This individual is responsible for high-level administrative support including organizing meetings, contributing to projects, and facilitating effective communication.

Responsibilities

• Proactively manage executive calendars including scheduling meetings, tracking RSVPs, and arranging commitments in support of the workflow most optimal for that leader.
• Arrange domestic and international travel, including transportation, lodging, visas, and expense reporting.
• Prepare correspondence, documents, and data entry as needed.
• Handle confidential information with discretion, sound judgment, and integrity.
• Meeting & Event Management
• Coordinate and arrange logistics for internal and external meetings, including venue reservations, catering, AV/tech needs (e.g., MS Teams/Zoom), and follow-up minutes/action items to track commitments and decisions to foster accountability.
• Plan and execute executive and team offsites, client/partner events, board meetings, parent company engagements, senior leadership team dinners, and other high-level engagements as needed/ as applicable for the teams you support.
• Provide on-site event support (set-up/clean-up), attendee communications, agenda planning, and document preparation.
• Strategic & Operational Contributions
• Identify and implement process improvements to increase efficiency, optimize workflows, and improve day-to-day operations (e.g., expense management, reporting).
• Contribute to executive and organizational culture by supporting cross-departmental collaboration, bespoke projects, and special initiatives as needed for the teams/leaders you support.
• Relationship Management
• Serve as a liaison between executives and internal/external stakeholders, engaging with professionalism, initiative, and poise.
• Develop and maintain strong working relationships with colleagues at all levels, partners, board members, parent company stakeholders, and vendors as needed or as applicable for the teams you support.
• Collaborate with other administrative staff to share best practices and drive efficiencies across the organization.
• Additional Key Responsibilities
• Serve as a resource for the Human Resources team, answering general questions and providing support related to travel, visa procurement, corporate card access, offsite planning, and other day-to-day operational needs.
• Partner with HR leaders to execute HR team and strategy meetings and offsites including room/Teams reservations, scheduling, ordering food, setting agenda, room set up, capturing notes, and maintaining list of action items including follow up.
• Support coordination and execution of strategic HR initiatives that deliver measurable results across the business.
• Track and manage HR card expenses, receipt management, and reconciliation.
• Coordinate and arrange key cross-functional meetings based on the HR calendar, requests from Functional leads and other departments to include but not limited to: HR strategy meetings & offsites, Executive Talent sessions, Cultural Strength Sessions, Comp Committee meetings.

Qualifications

• Bachelor’s degree in a related field (preferred).
• 3+ years of executive-level support experience (scheduling, travel, expense management, and office operations).
• Proven ability to support multiple executives/senior leaders and/or work in global organizations (preferred).
• Strong written and verbal communication skills; ability to interact effectively with executives and stakeholders at all levels.
• Excellent organizational, time management, and prioritization skills in fast-paced environments with multiple deadlines.
• Demonstrated project management skills with minimal direction, from planning through execution.
• Advanced attention to detail, accuracy, and discretion in handling sensitive information.
• Proactive, resourceful, and capable of working independently while driving process improvements.
• Technical proficiency: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio), SharePoint, MS Teams, Zoom; reporting and systems aptitude highly preferred.
• Curiosity/ability to leverage emerging tools (e.g., AI-powered productivity tools) to improve workflows is a plus.
• Comfortable in ambiguity, filling in the blanks on general direction of projects.
• Desire and excitement to try new things and create memorable moments and experiences that elevate morale and team performance.

Pay

The pay range for this position, based out of the Brooks Seattle HQ, is $74,985 - $112,478 per year. Base pay offered will vary depending on job-related knowledge, skills, and experience.

Benefits

• - Medical, dental, vision, life and AD&D insurance, disability insurance, HSA and employer contribution, FSA, family & fertility assistance, 401K Savings Plan and match, employee assistance program, and transportation assistance.
• - Paid Time Off- Brooks offers generous time off including five weeks of paid time off, eleven paid holidays, paid sick and parental leave.
• - Bonus- in addition to base pay, Brooks employees may also be offered an annual bonus based on company performance.
• - Perks- including product discounts, employee recognition, fitness discounts, volunteer and donation benefits.

Location

You will spend 4 days per week in our Seattle offices, as we believe our organization flourishes when connections, collaboration, creativity, problem-solving, and celebrations happen in person.