Executive Assistant / Office Manager
About The Position
The Executive Assistant / Office Manager reports directly to the Senior VP and Managing Director of the Secure Issuance (SI) business area at HID, providing high-level administrative support to the Senior VP and leadership team. This role is key in planning, coordinating, and executing strategic initiatives that drive business success. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential. A growth mindset and adaptability in a fast-paced environment are critical for success. HID powers the trusted identities of the world’s people, places, and things, allowing people to transact safely, work productively and travel freely. We are a high-tech software company headquartered in Austin, TX, with over 4,500 worldwide employees. Secure Issuance (SI): Secure Issuance, part of HID Global, offers the world’s broadest and most sophisticated portfolio of card printers, laser engravers, encoders and software. For more than 25 years, organizations across a variety of industries — from enterprise corporations and government agencies to financial institutions and universities — have relied on HID Global Secure Issuance for the custom personalization and issuance of secure identity credentials and financial cards. With a history of pioneering patented technologies and expertise, business integrity and long-standing customer confidence, HID Global is a global leader in secure card issuance innovation.
Requirements
- Bachelor’s degree in business administration or a related field.
- Minimum 3 years supporting senior leadership or executive teams in a global matrix organization.
- Strong verbal and written English skills; able to work effectively across multiple time zones.
- Advanced proficiency in Microsoft 365 tools (Outlook, Teams, SharePoint, PowerPoint).
- Solution-oriented with the ability to translate complex objectives into actionable steps.
- High emotional intelligence, integrity, adaptability, and tolerance for ambiguity.
- Excellent time management, multitasking, and prioritization skills.
- Ability to handle sensitive information with discretion.
Responsibilities
- Managing the executive calendar, scheduling meetings, and ensuring timely coordination across stakeholders.
- Arranging and coordinating domestic and international travel, including air, hotel, and ground transport reservations, and secure necessary visas.
- Participating in activities that promote a deep understanding of the HID and SI strategy.
- Organizing documents and correspondence, ensuring compliance with confidentiality and data privacy requirements.
- Maintaining the business area’s SharePoint site by creating and updating content in collaboration with business stakeholders.
- Assisting leadership in creating PowerPoint presentations and other professional correspondence.
- Actively participating in global executive support projects, continuous improvement initiatives, and provide proactive peer support.
- Preparing and submitting expense reports accurately and on time.
- Assisting with planning and execution of executive and site events.
- Collaborating on projects to support prioritization, organization, and execution.
- Collecting key metrics and preparing reports and dashboards for executives.
- Engaging with colleagues, visitors, customers, and partners in a polite and professional manner aligned with company values and culture.
- Overseeing daily office activities, ensuring efficiency and compliance with health and safety standards.
- Managing office maintenance, equipment, and vendor relationships and monitor inventory.
- Preparing workstations for new hires and liaise with IT support.
- Serving as the first point of contact for visitors and ensure a professional experience.
Benefits
- Competitive salary and rewards package
- Competitive benefits and annual leave offering, allowing for work-life balance
- A vibrant, welcoming & inclusive culture
- Extensive career development opportunities and resources to maximize your potential
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Number of Employees
5,001-10,000 employees
