Executive Assistant for Print Category SVP

HP•Palo Alto, CA

About The Position

The Executive Assistant for Print Category SVP provides tactical and strategic administrative support to upper-level executives and is recognized as the top administrative employee in the department or division. The role supports executive scheduling, communications, travel, meetings, document preparation, research, and reporting, while serving as a primary point of contact for internal and external stakeholders. It also coordinates administrative work within and across departments and divisions. The position calls for a high school diploma, GED, higher secondary education, or commensurate work experience or demonstrated competence. It typically requires 6–8 years of related experience, preferably in senior or advanced general administrative support, office services, or a related field. The work can be complex and requires initiative and specialized knowledge to resolve problems or recommend solutions. The role impacts the department, provides expertise to functional project teams, and may participate in cross-functional initiatives.

Requirements

High school diploma, GED, higher secondary education, or commensurate work experience or demonstrated competence.
Typically 6–8 years of related work experience, preferably in senior or advanced general administrative support, office services, or a related field.
Knowledge or skills in accounting, administrative support, billing, booking (sales), calendar management, customer data management, data entry, expense reports, finance, front office, invoicing, marketing, Microsoft SharePoint, office equipment, office management, office supply management, presentation software, purchasing, SAP applications, or travel arrangements.
Effective communication, results orientation, learning agility, digital fluency, and customer centricity.

Responsibilities

Provide tactical and strategic administrative support to upper executive-level employees.
Schedule appointments, meetings, and events; maintain executive calendars and send reminders.
Reserve conference rooms, arrange audio-visual equipment, and prepare meeting materials.
Answer phone calls, take messages, respond to routine emails on behalf of executives, and filter and prioritize incoming correspondence.
Coordinate travel arrangements, including flights, hotels, ground transportation, and travel itineraries.
Provide general administrative support, including photocopying, faxing, and mailing documents.
Generate statistical and analytic reports for strategic planning and assist with presentations containing relevant insights.
Serve as a primary point of contact between executives and internal and external stakeholders.
Conduct basic research by gathering information for reports or projects in collaboration with relevant stakeholders.
Draft and format routine documents, reports, and presentations; proofread and edit for accuracy and compliance with company guidelines and policies.
Coordinate administrative work within the department or division and with other departments, divisions, and companies.