Executive Assistant Division President

HP•Palo Alto, CA

4d•Onsite

About The Position

We are seeking a highly experienced and proactive Executive Assistant, that provides 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. This role is on-site and/or must comply with the company Return-to-the office policy.

Requirements

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.
Administrative Support
Calendar Management
Customer Relationship Management
Event Planning
Executive Information Systems
Expense Reports
Microsoft SharePoint
Office Equipment
Office Management
Office Supply Management
Organizational Charts
Proofreading
Purchasing
SAP Concur (Travel And Invoice Software)
Taking Meeting Minutes
Travel Arrangements
Effective Communication
Results Orientation
Learning Agility
Digital Fluency
Customer Centricity

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 executive briefings etc
Takes ownership of executives' calendars, scheduling complex meetings, proactively resolving calendar conflicts, and prioritizing appointments; prepares or collects detailed meeting agendas, takes minutes, follows up on action items, and anticipates and plans ahead for future scheduling needs.
Partners with the Chief of Staff on planning and prioritization; proactively collects meeting agendas and briefing documents, and provides scheduling and preparation recommendations.
Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.
Manages and books all aspects of executive travel (air, hotel, ground transportation, itineraries), including international trips, visa applications, and 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.
Supports employee engagement and team operations by coordinating team communications, events, and other activities that strengthen collaboration and culture.
Demonstrates a team-player mindset by collaborating across the organization, pitching in to support the broader team, and sharing information proactively to enable smooth execution.
Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
Coaches entry-level executive assistants or administrative support staff of the administrative services department.

Benefits

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