Executive Staff Assistant

POSITION TITLE: Executive Staff Assistant REPORTS TO: CHRO POSITION SUMMARY: 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. RESPONSIBILITIES: CALENDAR & TIME MANAGEMENT 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. TRAVEL, EXPENSES & LOGISTICS 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. COMMUNICATION & STAKEHOLDER MANAGEMENT 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. LEADERSHIP MEETING PLANNING & EXECUTION 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. GENERAL ADMINISTRATIVE SUPPORT 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). QUALIFICATIONS: 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. Proficiency with Concur, Ariba, or similar expense management systems preferred. 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. PAY/BENEFITS INFORMATION: Actual starting pay is determined by various factors, including but not limited to relevant experience and location. Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits. Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part‑time or full‑time / exempt or non‑exempt), and years of service. For additional information, please clickHERE. AEO may also provide discretionary bonuses and other incentives at its discretion. About Us Get to Know AEO American Eagle Outfitters, Inc. (NYSE: AEO) is a leading global specialty retailer with a portfolio of beloved apparel brands including American Eagle, Aerie, OFFL/NE by Aerie, Todd Snyder and Unsubscribed. Rooted in optimism, inclusivity and authenticity, AEO’s brands empower every customer to celebrate their unique personal style by offering casual, comfortable, timeless outfitting and high‑quality products that are made to last. In addition to a robust e‑commerce business, we operate stores in the United States, Canada and Mexico, with merchandise available in more than 30 countries through a global network of license partners. At AEO, we believe in the power of our people and our brands. Our Better Together culture creates a mutual desire to succeed–inspiring our community to excel, while driving future growth for the business and associates. Through experience, exposure and education we empower associates to build their unique career journey. Inclusion, Diversity, Equity and Access at AEO We remain committed to building an inclusive culture that is welcoming and fostering a sense of belonging for everyone. Please see more about our initiativeshere . AEO is an Equal Opportunity Employer and is committed to complying with all federal, state and local equal employment opportunity ("EEO") laws. AEO prohibits discrimination against associates and applicants for employment because of the individual's race or color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, disability, gender identity or expression, marital or partnership status, domestic violence or stalking victim status, genetic information or predisposing genetic characteristics, military or veteran status, or any other characteristic protected by law. This applies to all AEO activities, including, but not limited to, recruitment, hiring, compensation, assignment, training, promotion, performance evaluation, discipline and discharge. AEO also provides reasonable accommodation of religion and disability in accordance with applicable law. Job Info Job Identification 30376 Job Category HR Posting Date 08/20/2026, 07:20 PM Locations New York Design Office - 63 Madison Job Schedule Full time Anticipated Pay Range for All Posted Locations 33.65/hr - 57.69/hr #J-18808-Ljbffr