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Executive Assistant

3 months ago

Palo Alto, United States Hewlett Packard Full time

**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.
- 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**

HP offers a comprehensive benefits package, including:

- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance

**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.