Executive Assistant

Responsible for performing general administrative support tasks involved in an organization. Responsibilities include assisting supervisory and nonsupervisory employees with various administrative support tasks. These tasks may include, but are not limited to, general filing and records maintenance, compiling data for reports, assisting with administrative tasks associated with the cost center(s) budget(s), scheduling appointments and meetings, calendar maintenance for one or more employees, answering/screening telephone calls, preparing expense reports, preparing/editing presentations, making travel arrangements, distributing mail, greeting/escorting visitors, assisting new employees, duplicating, and other established general administrative tasks. Coordinates work within the work unit and with other work units/departments, both internal and possibly external to the company. May assist in supporting the general administrative work for one or more professional employees other than the direct supervisor. The work performed by these employees is predominately general administrative in nature, as opposed to specific administrative tasks that are directly related to a specialty functions e.g., marketing, engineering, human resources, etc.

Applies extensive knowledge the job skills, company policies and procedures to complete complex, specialized assignments/tasks in creative and effective ways. Comprehensive understanding of the general/technical aspects of the job. Works on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions. Work is completed with minimal supervision and assignments may be completed without established procedures. May determine methods and procedures for new assignments. Typically provides guidance to other non- exempt employees.

Learn more about HP's global Management levels.

Responsibilities

• Holds responsibility for performing basic 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.

• Assists in scheduling appointments, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.

• Answers phone calls, takes messages, responds to routine emails on behalf of executives, and filters and prioritizes incoming correspondence.

• Helps coordinate travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.

• Provides general administrative support as needed, including photocopying, faxing, and mailing documents.

• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and assists in preparing 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.

• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.

• Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.

• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Classification Guidance

The sections below help differentiate between levels to enable consistency.

Education and Experience Required

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.

• Typically has 6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Preferred Certifications

• N/A

Knowledge & Skills

• 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

• Travel Arrangements

Cross-Org Skills

• Effective Communication

• Results Orientation

• Learning Agility

• Digital Fluency

• Customer Centricity

Impact & Scope

• Impacts department and leads and/or provides expertise to functional project teams and may participate in cross-functional initiatives.

Complexity

• Works on assignments that are complex in nature and require initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions.