Executive Assistant

Description

This role is responsible for providing advanced tactical and strategic administrative support to upper-level executives within the organization, managing key records, compiling data for reports, preparing expense reports, and handling executive presentations. The role takes ownership of executives' calendars, schedules complex meetings, acts as a gatekeeper for communications, and manages all aspects of executive travel. The role handles sensitive information with discretion, prepares detailed meeting agendas, and acts as a primary point of contact for stakeholders. The role involves coordinating administrative work within and across departments. The role also creates statistical and analytic reports and presentations for executives highlighting relevant insights.

Job Summary

This role is responsible for providing advanced tactical and strategic administrative support to upper-level executives within the organization, managing key records, compiling data for reports, preparing expense reports, and handling executive presentations. The role takes ownership of executives' calendars, schedules complex meetings, acts as a gatekeeper for communications, and manages all aspects of executive travel. The role handles sensitive information with discretion, prepares detailed meeting agendas, and acts as a primary point of contact for stakeholders. The role involves coordinating administrative work within and across departments. The role also creates statistical and analytic reports and presentations for executives highlighting relevant insights.

Responsibilities

Holds responsibility for performing advanced tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.

Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.

Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs.

Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.

Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies.

Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.

Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares presentations with relevant insights for the executives.

Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.

Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Supervises entry-level executive assistants or administrative support staff of the administrative services department.

Education & Experience

Recommended

High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.

Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Preferred Certifications

NA

Knowledge & Skills

Administrative Support

Booking (Sales)

Calendar Management

Customer Relationship Management

Event Planning

Executive Information Systems

Expense Reports

Google Workspace

Invoicing

Microsoft SharePoint

Office Equipment

Office Management

Office Supply Management

Organizational Charts

Proofreading

Purchasing

SAP Concur (Travel And Invoice Software)

Taking Meeting Minutes

Travel Arrangements

Workflow Management

Cross-Org Skills

Effective Communication

Results Orientation

Learning Agility

Digital Fluency

Customer Centricity

Impact & Scope

Impacts multiple departments and leads large, cross-division functional teams or projects.

Complexity

Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems.

Disclaimer

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

Benefits

The pay range for this position is $40 to $61 USD per hour (applies to United States of America candidates only). Pay varies by work location, job-related knowledge, skills, and experience.

HP offers a comprehensive benefits package for this position, including:

Health insurance

Dental insurance

Vision insurance

Long term/short term disability insurance

Employee assistance program

Flexible spending account

Life insurance

Generous time off policies, including;

4-12 weeks fully paid parental leave based on tenure

13 paid holidays

15 days paid time off (US benefits overview

https://hpbenefits.ce.alight.com/

The compensation and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, with or without notice, subject to applicable law.

Job

Administration

Schedule

Full time

Shift

Shift 1, 0% premium (United States of America)

Travel

No

Relocation

No

Equal Opportunity Employer (EEO)

HP, Inc. provides equal employment opportunity to all employees and prospective employees, without regard to race, color, religion, sex, national origin, ancestry, citizenship, sexual orientation, age, disability, or status as a protected veteran, marital status, familial status, physical or mental disability, medical condition, pregnancy, genetic predisposition or carrier status, uniformed service status, political affiliation or any other characteristic protected by applicable national, federal, state, and local law(s). Please be assured that you will not be subject to any adverse treatment if you choose to disclose the information requested. This information is provided voluntarily. The information obtained will be kept in strict confidence. For more information, review HP’s EEO Policy or read about your rights as an applicant under the law here: “Know Your Rights: Workplace Discrimination is Illegal

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