Executive Assistant – Operations Leadership Team

HireRight is the premier global background screening and workforce solutions provider. We bring clarity and confidence to vetting and hiring decisions through integrated, tailored solutions, driving a higher standard of accuracy in everything we do. Combining in-house talent, personalized services, and proprietary technology, we ensure the best candidate experience possible. PBSA accredited and based in Nashville, TN, we offer expertise from our regional centers across 200 countries and territories in The Americas, Europe, Asia, and the Middle East. Our commitment to get it right every time, everywhere, makes us the trusted partner of businesses and organizations worldwide.

We are seeking a proactive, highly organized Executive Assistant (EA) to support our Operations Leadership Team. This role drives the rhythm of the business – owning governance calendars, coordinating global meetings across time zones, preparing agendas and pre-reads, capturing high-quality notes, and rigorously tracking actions to closure. The EA will also help leaders uphold their people-manager responsibilities (e.g., 1:1 cadences, check-ins, performance and development cycles) and follow up with their teams to ensure commitments are met. The ideal candidate thrives in a fast-paced global environment, demonstrates impeccable judgment and discretion, and is comfortable influencing without authority to keep work moving.

1) Governance & Rhythm of Business (RoB)

• Own the master calendar for the Operations LT (weekly LT, monthly business reviews, QBRs, program reviews, All-Hands, skip-levels).
• Set agendas, assemble and circulate pre-reads, and ensure materials are reviewed ahead of time.
• Coordinate across time zones to schedule inclusive, effective meetings and resolve conflicts early.
• Maintain and communicate an annual RoB (deadlines, templates, owners, cadences).

2) Meeting Excellence & Action Closure

• Facilitate meetings (timekeeping, quorum checks, decision clarity).
• Capture structured notes with decisions, owners, and due dates; publish minutes within 24 hours.
• Track actions in Planner/Lists/Project/Jira (as appropriate), send reminders, escalate risks/blockers, and close the loop.
• Maintain a single source of truth for actions and decisions; create dashboards for visibility.

3) People-Leadership Cadence & Compliance

• Help each leader stay “honest” on their people-leader responsibilities:
  • Maintain 1:1 and team meeting cadences.
  • Track completion of performance checkpoints, development plans, pulse surveys, and compliance trainings.
  • Coordinate recognition moments, new-hire onboarding touchpoints, and engagement initiatives.
• Partner with HRBP/Operations PMO to align timelines, templates, and quality standards.

4) Stakeholder & Communication Management

• Serve as a trusted liaison for internal/external stakeholders (Finance, HR, IT, regional Ops leads, vendors).
• Prepare concise updates, briefs, talking points, and leader communications.
• Guard leaders’ time: triage requests, set expectations, and enable focus on priorities.

5) Operations Support & Business Readiness

• Orchestrate logistics for offsites, summits, and virtual events (agenda, speakers, materials, feedback).
• Support light analytics/reporting (e.g., action aging, attendance, engagement, RoB adherence).
• Manage expenses, travel coordination, and vendor interactions per policy.
• Coordinate domestic and international travel including visas, itineraries, accommodation, and logistics.
• Maintain compliance with company travel and expense policies.

6) Tools & Information Management

• Champion disciplined use of M365 (Outlook, Teams, SharePoint, OneNote, Planner/Lists, PowerPoint, Excel).
• Maintain shared repositories (file hygiene, version control, access governance).
• Build templates to standardize agendas, minutes, action logs, and governance packs.

Qualifications

• 5–8 years’ experience supporting multiple senior leaders.
• Demonstrated success working across global time zones and cultures.
• Expert calendar management and meeting orchestration skills.
• Strong written and verbal communication; crisp note-taking and synthesis.
• Proven action-tracking discipline and follow‑through; comfortable nudging senior stakeholders.
• High discretion, confidentiality, and executive presence.
• Advanced proficiency in Microsoft 365: Outlook, Teams, PowerPoint, Excel, SharePoint, OneNote, Planner/Lists.
• Event management (virtual & in-person) and vendor coordination experience.

Core Competencies

• Proactivity & Ownership: Anticipates needs; pre-empts conflicts; drives closure.
• Organization & Prioritization: Manages multiple leaders and streams with rigor.
• Influence Without Authority: Confidently follows up with senior stakeholders.
• Detail Orientation: Flawless documentation, version control, and logistics.
• Judgment & Discretion: Handles sensitive information with care.
• Communication: Clear, concise, audience-appropriate, and timely.
• Cultural Agility: Works effectively across geographies and time zones.

Success Metrics (KPIs)

• ≥ 95% governance meetings run as scheduled with agendas/pre-reads on time.
• Meeting minutes published within 24 hours; ≥ 90% actions closed by due date.
• ≥ 95% adherence to people-leader cadences (1:1s, check-ins, performance cycle touchpoints).
• Leadership satisfaction score (quarterly pulse)
• Reduction in meeting collisions/reschedules (>30% YoY where applicable).
• Repository hygiene: 100% of governance assets stored in the designated location with version control.

Working Model

• Hybrid role based in Gurugram/Mumbai/Bangalore, with flexibility for early/late calls to support global partners.
• Occasional travel for offsites or summits as needed.

Reporting Line

• Reports to: Head of Ops Transformation
• Supports: Operations Leadership Team (and pre-identified directs as may be needed from time to time)

HireRight does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of HireRight and HireRight will not be obligated to pay a placement fee.