Executive Assistant, HR

Summary

Join KoBold Metals as an Executive Assistant, providing expert administrative support to the Chief People Officer and other executives. Based remotely in Boston with some in-office requirements, you will manage calendars, emails, travel, and reimbursements. This role involves leading cross-functional projects, conducting confidential analyses, and developing reusable tools and resources. You will also serve as a trusted liaison, maintaining discretion when handling sensitive information. The ideal candidate possesses strong project management and organizational skills, along with proficiency in productivity and diagramming software. This is a full-time, exempt position offering a competitive salary.

Requirements

• 5+ years of experience as an executive admin, People Operations person, and/or Chief of Staff at a growing company
• Trustworthy without exception
• Strong project management skills with the ability to work independently and drive initiatives to completion
• Exceptional organizational skills and attention to detail
• High level of discretion and integrity when handling sensitive or confidential information
• Proficiency with productivity tools (Google Workspace, Microsoft Office) and diagramming software (Lucidchart, Miro, or similar)
• Ability to work effectively in a fast-paced, dynamic environment
• Great at using spreadsheets or similar apps to create reports and build tools
• Flexible
• Proven ability to anticipate issues and solve them before they manifest by thinking ahead
• Excellent communicator
• Is a notary or willing to become one within 3 months of starting at KoBold
• Holds a valid driver's license
• Authorized to work in the United States
• Based in Boston

Responsibilities

• Create and manage process documentation – Develop comprehensive guides, manuals, or reference materials by gathering information from multiple stakeholders, organizing content, and ensuring accuracy and completeness
• Lead cross-functional projects – Act as the project lead for initiatives requiring collaboration across departments, managing timelines, deliverables, and communication to completion
• Conduct confidential analyses and reporting – Compile and analyze sensitive internal data to produce clear, actionable reports for leadership decision-making, ensuring information is accurate, secure, and well-presented
• Develop reusable tools and resources – Build reports, templates, and frameworks that not only meet immediate needs but can be leveraged for future use
• Coordinate document handling and approvals – Facilitate the preparation, review, and execution of important company documents, including obtaining necessary signatures in a timely manner
• Capture and visualize workflows – Participate in process-mapping sessions, take detailed notes, and produce visual representations of workflows or procedures, managing feedback and iterations until finalized
• Serve as a trusted liaison – Maintain a high level of discretion when working with sensitive matters, ensuring clear, professional communication between executives, teams, and external partners
• Basic support: calendar, email, travel, and reimbursements
• Advanced support (will increase over time): serve as proxy in meetings and provide synthesis of content and next steps, identify trends in the employee experience needing to be addressed, and assume ongoing responsibility for bodies of work (e.g., co-lead All-hands administration)
• Special projects: examples above illustrate the type of things in this category, as they are varied in topic, skills required, location, and more
• Flexibility: provide admin support elsewhere in the org as needed