Executive Assistant to the SVP & Division President

HP•Palo Alto, CA

14h•Onsite

About The Position

The Executive Assistant to the Senior Vice President and Division President serves as a strategic administrative partner, managing complex calendars, travel arrangements, and logistics. The role works closely with other Executive Assistants and the Chief of Staff to support day-to-day operations and on-site execution. This is an on-site position requiring compliance with the company’s return-to-office policy, with a willingness to work on-site four to five days per week and adjust working hours to meet business needs.

Requirements

Bachelor’s degree.
Typically 10 or more years of experience providing executive administrative support to senior leaders, with a demonstrated ability to anticipate and proactively resolve scheduling conflicts.
Recent experience supporting senior executives in a fast-paced, high-stakes environment.
Ability to handle highly sensitive and confidential information with integrity, discretion, and sound judgment.
Strong attention to detail and organizational skills, including the ability to manage multiple tasks in a fast-paced, time-sensitive environment.
Willingness to work on-site four to five days per week and adjust working hours to meet business needs.

Responsibilities

Manage the executive’s calendar across global time zones with discretion, accuracy, and confidentiality.
Schedule complex meetings, proactively resolve conflicts, respond to requests, collect agendas and briefing materials, and anticipate scheduling needs and obstacles.
Book and manage executive travel, including flights, hotels, ground transportation, itineraries, and international visa applications; plan logistics in advance and address last-minute changes and emergencies.
Prepare and reconcile expense reports and purchase requisitions in a timely manner.
Provide professional support for external visitors, including registration, executive-level escorting, and logistics planning.
Partner with the Chief of Staff and other Executive Assistants to coordinate scheduling, logistics, and on-site support for executive meetings, in-person staff meetings, all-employee meetings, employee engagement activities, and other organizational meetings.
Handle sensitive and confidential information with discretion and maintain strict confidentiality protocols.
Collaborate across the organization and time zones, support broader team needs, and proactively share information to ensure smooth execution.