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HP Inc.

Executive Assistant for the Chief Sustainability Officer

HP Inc., Oak Ridge North, TX, United States

Innovation is in HP's DNA. From our origins in a Palo Alto, CA garage in 1939, to our current position as one of the world's leading technology companies, HP has grown to become a leader in technology and corporate culture, inspiring innovators and entrepreneurs around the globe. HP brings together a portfolio that spans printing, personal computing, software, and services to serve more than 1 billion customers in over 170 countries.

HP's vision is a world where innovation drives extraordinary contributions to humanity and is on a mission to create technology that inspires ambitious and meaningful progress. At HP, we believe that one thoughtful idea has the power to change the world. We are committed to fostering a diverse and inclusive workplace that attracts exceptional talent and to supporting our employees to succeed at all levels.

This role is aligned to HP's Sustainable Impact and Compliance (SI&C) and will provide Executive Administrative (EA) support to the Chief Sustainability Officer. HP's Supply Chain spans across 34 distribution centers and 69 manufacturing locations in nearly 170 countries, shipping over 150 million products every year. Our Supply Chain vision is to become a competitive weapon for HP through driving agility in our processes and tools, building resilience in our supply base, and driving sustainable impact actions essential to our communities, our people, and our planet. The position is based out of Houston.

The ideal candidate will have experience working in a fast-paced environment and supporting Executive leaders (EVP level). They should demonstrate a proven ability to execute core EA functions in an independent, resourceful, and confidential manner. As a core member of the SI&C Executive Staff, the EA will contribute to the development of new concepts/techniques to complete complex, specialized assignments/tasks in innovative, efficient, effective, and ethical ways. They will support assignments that are highly complex in nature where a strong degree of independent judgment, initiative, and technical knowledge are required to resolve problems. They will demonstrate strong communication, administrative, and organizational skills, as well as finesse in interacting with all levels of management, applying extensive knowledge of their job skills and HP company policies and procedures. This individual will typically provide guidance to other employees and will work with teammates and cross-functional teams contributing to a positive working environment.

This job may require work outside the typical 8am - 5pm (Central), Mon-Fri working hours.

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

  1. Partner with the CSO and Chief of Staff to create a seamless working environment for the team.
  2. Manage professional and personal scheduling for the CSO, including agendas, mail, email, phone calls, client management and other company logistics, including proactively identifying and anticipating CSO calendar needs (in partnership with Chief of Staff).
  3. Work closely with the CSO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CSO updated. Anticipate CSO needs in advance of meetings, conferences, including collection and review of internal and external briefing documents.
  4. Complete a broad variety of administrative tasks that facilitate the CSO ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.
  5. Schedule travel (domestic & international) for the CSO, obtaining required visas when needed and submitting all travel expenses in expense management system. Includes site visit coordination: agenda planning in coordination with local site leads, event logistics (venue selection, rooming options, catering, A/V needs for employee engagement activities related to visits such as townhalls, roundtables and other ad hoc employee events).
  6. Set up logistics and send out communications for virtual and/or in-person meetings, including assisting with creating the agenda, conference room setup, ordering/setting up catering, external dinners and/or team building events.
  7. Maintain professionalism and strict confidentiality with all materials.
  8. Drive operational efficiencies through development of repeatable processes and utilization of productivity tools (i.e. Teams, Smartsheet, etc.)
  9. Act as the delegate for the senior executive in specific company systems including HR, procurement, and recognition systems.
  10. Maintain updated org charts and distribution lists for senior executive and entire organization.
  11. Assist the CSO in the development of presentations for internal and external audiences.
  12. Distribute reminder emails for upcoming actions, general record retention and maintenance, assisting with the cost center(s), assisting with onboarding new employees/interns, purchasing items, and creating purchase orders in accordance with HP procurement policies.
  13. Collaborate, network, and influence the Enterprise Operations Executive Assistant community.
  14. Act and be recognized as the lead administrative employee in SI&C - proactively manage and coordinate with the SI&C Executive Assistants community to drive maximum operational efficiency for the SI&C leadership team and the organization at large.
  15. 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.
  16. Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
  17. 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.
  18. Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.
  19. Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies.
  20. Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.
  21. 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.
  22. Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
  23. Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
  24. Supervises entry-level executive assistants or administrative support staff of the administrative services department.

Education & Experience Recommended

  1. High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
  2. Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Preferred Certifications

  1. Senior/advanced general administrative skills/ knowledge of most general administrative issues.
  2. Strong written and verbal communication skills.
  3. Proven organizational and time management skills. Usually works on multiple issues/projects and has the experience and ability to support multiple assignments with competing deadlines.
  4. Expert knowledge in HP systems and processes needed to manage expenses, procurement, travel, managerial reporting, technical configuration, etc. (Training will be provided.)
  5. Proficiency in Microsoft Office suite (e.g. PowerPoint, Microsoft Office365, SharePoint), collaboration programs (e.g. Zoom, Teams, Smartsheet), and willingness to learn new applications as needed to support the organization.
  6. Ability to design, develop and edit graphic presentations and materials using PowerPoint, Adobe, etc.
  7. Ability to rapidly communicate through multiple mediums (i.e. Teams, Text, WhatsApp, Email).
  8. Strong interpersonal skills with the ability to balance efficiency with collaboration/cooperation to complete assignments.
  9. Ability to represent the team with a calm, professional demeanor. Supports the organization's culture with high-energy and a positive approach.
  10. Ability to work effectively from an HP office as well as a virtual work environment when needed.

Knowledge & Skills

  1. Administrative Support
  2. Booking (Sales)
  3. Calendar Management
  4. Customer Relationship Management
  5. Event Planning
  6. Executive Information Systems
  7. Expense Reports
  8. Google Workspace
  9. Invoicing
  10. Microsoft SharePoint
  11. Office Equipment
  12. Office Management
  13. Office Supply Management
  14. Organizational Charts
  15. Proofreading
  16. Purchasing
  17. SAP Concur (Travel and Invoice Software)
  18. Taking Meeting Minutes
  19. Travel Arrangements
  20. Workflow Management

Cross-Org Skills

  1. Effective Communication
  2. Results Orientation
  3. Learning Agility
  4. Digital Fluency
  5. 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.

The pay range for this position is $40 to $57 per hour (applies to US candidates only). Pay varies by work location, job-related knowledge, skills, and experience. Benefits: 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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