Executive Assistant I

September 2, 2024

Hewlett Packard

Boise

Job Summary

This role is responsible for providing basic tactical and strategic administrative support to upper-level executives within the organization, scheduling appointments, managing calendars, handling phone calls and emails, and coordinating travel plans. The role entails general administrative tasks acting as a primary point of contact for internal and external stakeholders, and conducting basic research. The role involves drafting and formatting documents, organizing meetings, and coordinating administrative work within and across departments and divisions.

Responsibilities

Provide exemplary administrative support to the VP of Toner Supplies and Solutions
Manages calendar for the Toner Supplies VP, including meeting prioritization and resolving calendaring conflicts seamlessly
Works closely with other Executive Assistants (particularly L1, L2, & L3 Executive Assistants) to ensure smooth integration into other key Exec and staff calendars
Assists in planning and scheduling meetings – both large and small - for the organization. May include travel, hotel bookings and meeting scheduling.
Partners with the Chief of Staff to deliver communications from the executive level
Ensures all travel-related needs are met and any issues are addressed as soon as possible
Completes expense reports in a timely and efficient manner, while ensuring accuracy
Understands and ensures adherence to HP policies and procedures, typically related to travel and expenses
Partners with other Assistants in the organization and related stakeholders to ensure alignment and a consistent experience on logistics and shared activity planning
Owns or assists with the preparation, submittal, and follow up on p Card purchases and Purchase Requisitions, as well as invoice tracking when necessary
Builds strong network to ensure work is completed in a timely and accurate manner
Work on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions.
Complete work with minimal supervision/direction

Type of Experience Needed:

Strong time management and ability to meet deadlines
Excellent verbal and written communication skills
Strong organizational skills and ability to multitask
Problem-solving and decision-making skills
Ability to act as gatekeeper and escalate relevant information to executives as needed
Skilled with Microsoft Office Suite, including Powerpoint and Excel
Skilled in the use of collaboration tools such as Zoom, conference room equipment.
Ability to work effectively with minimal supervision
Strong interpersonal skills and relationship building
Ability to treat confidential information with appropriate discretion
Exceptional attention to detail
Familiarity with HP Procurement system & processes

Education Required:

High school education or equivalent; some college level education highly preferred.
Typically requires a minimum of 10+ years general administrative experience, or equivalent combination of experience and college level education.