Office Print Solutions Executive Assistant

HP • Vancouver, WA

19h • Onsite

About The Position

This role is responsible for providing advanced tactical and strategic administrative support to the Division President of the Office Print Solutions business, enabling the executive to work efficiently – from driving calendaring, to preparing expense reports, handling executive logistics, and delivering administrative reporting. This involves taking ownership of executives' calendars, scheduling and supporting complex meetings, and managing 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 manages onsite event logistics with professionalism and keen attention to detail.

Requirements

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
• Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
• Administrative Support
• Booking (Sales)
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Microsoft suite
• Invoicing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• Travel and Invoice Software
• Taking Meeting Minutes using Zoom or MS Teams
• Travel Arrangements
• Workflow Management
• 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, etc.
• Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs.
• Acts as a gatekeeper, screening and prioritizing appointments and emails, and partners with the Chief of Staff to respond to routine inquiries and draft responses on behalf of executives.
• Manages all aspects of executive travel, including international trips, visa applications, and managing 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.
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Long term/short term disability insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• 4-12 weeks fully paid parental leave based on tenure
• 13 paid holidays
• 15 days paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED