HP
Executive Assistant
HP, Palo Alto, California, United States, 94306
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
NAKnowledge & Skills
Administrative SupportBooking (Sales)Calendar ManagementCustomer Relationship ManagementEvent PlanningExecutive Information SystemsExpense ReportsGoogle WorkspaceInvoicingMicrosoft SharePointOffice EquipmentOffice ManagementOffice Supply ManagementOrganizational ChartsProofreadingPurchasingSAP Concur (Travel And Invoice Software)Taking Meeting MinutesTravel ArrangementsWorkflow ManagementCross-Org Skills
Effective CommunicationResults OrientationLearning AgilityDigital FluencyCustomer CentricityImpact & 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.HP Offers a Comprehensive Benefits Package, Including
Dental insuranceDisability insuranceEmployee assistance programFlexible scheduleFlexible spending accountHealth insuranceLife insuranceCompensation
Per the California statute, the estimated range of compensation for this job in that location, at the time of this posting, is $90,000-110,000. This position may be eligible for incentive pay, for openings where this is applicable.
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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
NAKnowledge & Skills
Administrative SupportBooking (Sales)Calendar ManagementCustomer Relationship ManagementEvent PlanningExecutive Information SystemsExpense ReportsGoogle WorkspaceInvoicingMicrosoft SharePointOffice EquipmentOffice ManagementOffice Supply ManagementOrganizational ChartsProofreadingPurchasingSAP Concur (Travel And Invoice Software)Taking Meeting MinutesTravel ArrangementsWorkflow ManagementCross-Org Skills
Effective CommunicationResults OrientationLearning AgilityDigital FluencyCustomer CentricityImpact & 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.HP Offers a Comprehensive Benefits Package, Including
Dental insuranceDisability insuranceEmployee assistance programFlexible scheduleFlexible spending accountHealth insuranceLife insuranceCompensation
Per the California statute, the estimated range of compensation for this job in that location, at the time of this posting, is $90,000-110,000. This position may be eligible for incentive pay, for openings where this is applicable.
#J-18808-Ljbffr