Executive Admin

HP•Palo Alto, CA

7d•$32 - $49•Onsite

About The Position

This role provides high-level administrative and operational support to senior executives, enabling efficient day-to-day management and strategic execution. The position is responsible for managing complex executive calendars, coordinating meetings and travel, handling communications, and serving as a key liaison across internal and external stakeholders. In addition to core administrative functions, this role contributes to organization and alignment across teams by supporting reporting, presentations, and cross-functional coordination.

Requirements

High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
Administrative Support
Calendar Management
Data Entry
Expense Reports
Microsoft SharePoint
Office Equipment
Office Management
Office Supply Management
Presentation Software

Responsibilities

Performing basic 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.
Assisting in scheduling appointments, meetings, and events for executives, maintaining their calendars, and sending reminders.
Assisting in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.
Answering phone calls, taking messages, responding to routine emails on behalf of executives, and filtering and prioritizing incoming correspondence.
Coordinating travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.
Providing general administrative support as needed, including photocopying, faxing, and mailing documents.
Generating statistical and analytic reports for utilization by the organization for strategic planning in the administrative function.
Assisting in preparing presentations with relevant insights for the executives.
Acting as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
Conducting basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
Drafting and formatting routine documents, reports, and presentations.
Proofreading and editing documents to ensure accuracy and compliance with company guidelines and policies.
Coordinating the administrative work within the department/division, while working with other departments/divisions and companies.