Administrative Assistant
Description -
Job Summary
This ADMINISTRATIVE ASSISTANT position provides high-level administrative support to the Senior Director of Managed Services Delivery in AMS & staff. The candidate works effectively across teams, builds strong relationships across the broader organization, and navigates the complexities of a global organization. The successful candidate has superb time-management skills, attention to detail, and the ability to remain calm and professional under high pressure.
The candidate must demonstrate good judgment and self-direction, as they will be working on complex assignments requiring considerable initiative to resolve or recommend solutions. The work will be minimally supervised and will sometimes require creating new thinking and approaches. They will prioritize and complete tasks without direct supervision, being proactive and consistently following up. High integrity and discretion are needed in handling sensitive or confidential information.
The successful candidate will also demonstrate strong communication, administrative, and organizational skills, as well as finesse in interacting with all levels of management. They will apply their extensive job knowledge and HP company policies and procedures to complex, specialized assignments/tasks in efficient, effective & ethical ways. As a senior assistant, this individual will typically guide other employees and work with teammates and cross-functional teams, contributing to a positive working environment.
Responsibilities include but are not limited to:
- Responsible for performing tactical and strategic administrative support tasks for executive-level employees of the organization.
- Responsibilities include performing various tasks in administrative support at the executive level.
- These tasks may include but are not limited to, critical records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling executive appointments and meetings, calendar maintenance for upper executive level employees, answering/screening/routing telephone calls for executives, preparing expense reports, preparing/editing executive presentations, making travel arrangements, mentoring/leading the general administrative staff of the department/division, and other established general administrative requirements of the organization.
- Coordinates the administrative work within the department/division, working with other departments/divisions and companies.
- Recognized as the top administrative employee in the department or division.
- The work performed by these employees is predominantly administrative, mainly tactical and strategic.
- Partner with the direct staff and business planner to create a seamless working environment for the team.
- Responsible for heavy calendar management. Thoughtfully managed complex calendars and scheduling of internal and external meetings.
- Prioritization and Planning: Assist the team in driving results by ensuring that the leader and teams spend time on the most critical priorities, use meeting time well with agendas and explicit meeting goals, and build work-back schedules into calendars. Use judgment and familiarity with team goals to ensure the leader(s) are spending their time wisely.
- Manage travel approval process for organization and schedule travel for the senior executives, obtaining required visas and coordinating complex domestic and international travel itineraries with seamless logistics.
- When needed, submit all travel expenses in the expense management system. Manage expense report coordination and submission promptly. Prepare and intermediately approve expense reports for a team, with a strong understanding of compliance.
- Set up logistics and send out communications for virtual and/or in-person meetings, including assisting with creating the agenda, conference room setup, ordering/setting up catering, external dinners, and/or team-building events.
- Create and maintain the organization’s website with relevant information about the team (bios, mission, vision, purpose, links, news)
- Act as the delegate for the senior executive in specific company systems, including the HR, procurement, and recognition systems.
- Maintain updated org charts and distribution lists for senior executives and the entire organization.
- Create and/or edit presentations.
- Organize team events, All Hands meetings, Quarterly events, etc. Organize, execute, and assist with team activities (staff meeting agendas, all hands, fireside chats, off-sites, and other team events)
- Drive and track the completion of key deliverables and follow up on outstanding items and other projects as needed. Distribute reminder emails for upcoming actions, general record retention and maintenance, assist with the cost center(s), help with onboarding new employees/interns, purchase items, and create purchase orders following HP procurement policies.
- Budget & Expense Management: Maintain an understanding of the team budget, including Purchase Orders and expenses. Purchase equipment, services, and supplies. Create purchase orders.
- Coordinating and administering by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports; developing periodic reporting and communicating purchase order status reports
- Take notes and action items during meetings and follow up to completion.
- Manage and coordinate space planning, including strategic growth, moves, and reconfigurations.
- Culture and Community Building: Craft fun & engaging team experiences to ensure employees continue to feel connected.
- Collaboration & Partnership: Collaborate with support staff across the organization to ensure consistent experiences and contribute to the administrative community.
- Team Operations: Ensure compliance with the company’s operational policies and procedures, external vendor staff process, goods/services procurement, team space, and team aliases.
- Special projects supplying analytical support to assist executives on special projects. Researching issues, analyzing problems, compiling data, and preparing reports.
- Event coordination as and when needed.
- Confidentiality: The candidate will deal professionally with highly sensitive and confidential matters and materials.
- Mentor new Executive Administrative Assistants and other administrators. Participates in a cross-functional EA network and will lead the organization’s community of Admins.
How you can make an impact
- Work independently, be self-motivated, and action-oriented. Be able to work with limited direction, have a take-charge attitude, and deal with ambiguity
- Work effectively under pressure within shortened time constraints; act appropriately and willingly make necessary course corrections in response to changing work situations.
- Lead with positivity, inclusiveness, a growth mindset, and possess a team-oriented outlook
- Be able to execute in relatively ambiguous and complex situations, prioritizing and juggling multiple projects at once
- Always communicate professionally, even in challenging situations.
- Possess solid project-management and problem-solving skills with a creative approach toward solving day-to-day complexities
- Work successfully in a global team environment, building effective working relationships inside and outside of the group, accommodating work styles and perspectives of diverse individuals. To earn administrative community respect and to be able to work with and through others as needed
- Use tact, diplomacy, and a practical knowledge of company policies, practices, and procedures
- Responsiveness to all levels of inquiry
- Challenge ‘the way we’ve always done it’ and provide a deeper, more innovative way of doing things
- To be organized and efficient with their own time
- Keep the big picture in mind when making independent decisions
- Ability to work with a diverse team
- Proficiency at utilizing and innovating on current technology platforms, including Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, Yammer, Zoom, TEAMS, Global Connect, Workday, selecting apps for meetings, and loading content into apps for meetings.
- Collaborate, network, and influence the executive assistant community.
- Interface professionally with external partners
- Have exceptional verbal and written communication skills and the ability to switch gears at a moment’s notice
- Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure the action required is addressed promptly
Qualifications
- Senior/advanced general administrative skills/ knowledge of most general administrative issues
- Strong written and verbal communication skills.
- Proven organizational and time management skills. Usually works on multiple issues/projects and has the experience and ability to support multiple assignments with competing deadlines.
- Expert knowledge in HP systems and processes needed to manage expenses, procurement, travel, managerial reporting, technical configuration, etc. (Training will be provided.)
- Proficiency in Microsoft Office suite, collaboration programs (e.g., Zoom, Teams, etc.), and the willingness to learn new applications to support the organization.
- Strong interpersonal skills with the ability to balance efficiency with collaboration/cooperation to complete assignments.
- Ability to represent the team with a calm, professional demeanor. Supports the organization’s culture with high energy and a positive approach.
- Ability to work effectively from an HP office and a virtual work environment when needed.
Type of Experience Needed:
- Advanced general administrative skills/knowledge required at an upper executive level.
- Usually works with multiple issues/projects and has the experience/ability to support multiple project administrative requirements.
- Regarded as the division's key administrative employee and is the company's primary administrative employee.
- Specific advanced software skills as required by the division.
Education And Experience Required
- High school education or equivalent; some college-level education preferred.
Disclaimer
- This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.
Job -
Administration
Schedule -
Full time
Shift -
First Shift (Mexico)
Travel -
No
Relocation -
Equal Opportunity Employer (EEO) -
HP, Inc. provides equal employment opportunity to all employees and prospective employees, without regard to race, color, religion, sex, national origin, ancestry, citizenship, sexual orientation, age, disability, or status as a protected veteran, marital status, familial status, physical or mental disability, medical condition, pregnancy, genetic predisposition or carrier status, uniformed service status, political affiliation or any other characteristic protected by applicable national, federal, state, and local law(s).
Please be assured that you will not be subject to any adverse treatment if you choose to disclose the information requested. This information is provided voluntarily. The information obtained will be kept in strict confidence.
For more information, review HP’s EEO Policy or read about your rights as an applicant under the law here: “ Know Your Rights: Workplace Discrimination is Illegal "
