Executive Assistant

We are looking for an Executive Assistant to provide 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.
• 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.
• 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Knowledge & Skills

• Administrative Support
• Calendar Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Invoicing
• Microsoft SharePoint
• Office Supply Management
• Organizational Charts
• Purchasing
• SAP Concur (Travel And Invoice Software)
• Travel Arrangements

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.

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.

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 (US benefits overview)

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.