Executive Assistant - Direct Procurement

Job Summary

Required Qualifications

• •High School Diploma/General Education Diploma (GED)/Higher Secondary education
• •6-8 years of related work experience
• •experience working in a fast-paced environment
• •supporting Executive leaders
• •proven ability to execute core administrative functions
• •independent, resourceful, and confidential manner
• •strong degree of independent judgment
• •initiative
• •technical knowledge
• •strong communication skills
• •administrative skills
• •organizational skills
• •finesse in interacting with all levels of management
• •extensive knowledge of their job skills
• •HP company policies and procedures
• •guidance to other employees
• •work with teammates and cross-functional teams
• •positive working environment
• •work outside the typical 8am – 5pm (Central), Mon-Fri working hours
• •Calendar Management
• •Event Planning
• •Expense Reports
• •PO Creation
• •Microsoft Teams
• •Organizational Charts
• •Proofreading
• •Purchasing
• •Taking Meeting Minutes
• •Travel Arrangements
• •Workflow Management
• •Cross-Org Skills
• •Effective Communication
• •Results Oriented
• •Learning Agility
• •Digital Fluency
• •Customer Centricity
• •Manage professional and personal scheduling for multiple VPs
• •proactively identifying and anticipating calendar needs
• •Act as a barometer
• •Anticipate needs in advance of meetings, conferences
• •collection and review of internal and external briefing documents
• •assisting with special projects
• •designing and producing complex documents
• •collecting and preparing information for meetings with staff and outside parties
• •composing and preparing correspondence
• •maintaining contact lists
• •Manages all aspects of leaders' travel
• •international trips
• •visa applications
• •submitting all travel expenses in expense management system
• •managing travel budgets
• •addresses last-minute changes and emergencies
• •site visit coordination
• •agenda planning in coordination with local site leads
• •event logistics
• •venue selection
• •rooming options
• •catering
• •A/V needs
• •Set up logistics and send out communications for virtual and/or in-person meetings
• •assisting with creating the agenda
• •conference room setup
• •ordering/setting up catering
• •external dinners and/or team building events
• •Maintain professionalism and strict confidentiality with all materials
• •Drive operational efficiencies through development of repeatable processes
• •utilization of productivity tools (i.e. Teams, Smartsheet, etc.)
• •Act as the delegate for the VPs in specific company systems including HR, procurement, and recognition systems
• •Maintain updated org charts and distribution lists
• •Distribute reminder emails for upcoming actions
• •general record retention and maintenance
• •assisting with the cost center(s)
• •assisting with onboarding new employees/interns
• •purchasing items
• •creating purchase orders in accordance with HP procurement policies
• •Collaborate, network, and influence the Enterprise Operations Administrative Professional community
• •Supervises entry-level executive assistants or administrative support staff of the administrative services department