Executive Assistant

HP; Palo Alto (CA); On-site; USD 44,000 - 68,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Employee assistance program

Generous paid time off

Job summary

HP in Palo Alto is seeking a capable administrative professional to provide tactical and strategic support to executives, manage calendars, coordinate meetings, answer calls and emails, and handle travel arrangements. This role also handles document drafting, research support, cross-department coordination, and preparation of materials for leadership.

You’ll be the primary contact for internal and external stakeholders.

Qualifications

• Typically 6–8 years of related work experience.
• Senior/general administrative support experience preferred.
• Experience in coordinating across departments.

Responsibilities

• Supports upper-level executives with calendar management and scheduling.
• Arranges meetings, reserves conference rooms, and prepares materials.
• Answers calls, manages emails, and filters correspondence.
• Coordinates travel plans and prepares itineraries.
• Drafts and formats routine documents and presentations.
• Produces reports and assists with cross-functional administrative tasks.

Skills

Administrative Support

Calendar Management

Travel Arrangements

Data Entry

Invoicing

Office Management

Finance

Office Equipment

Presentation Software

Billing

Education

High School Diploma or GED

Tools

SAP Applications

Microsoft SharePoint

Job description

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 like photocopying and mailing documents, 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.

Description

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 like photocopying and mailing documents, 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.

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 like photocopying and mailing documents, 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

• 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.

Education & Experience Recommended

• 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

NA

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.

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.

Salary

The pay range for this position is $32 to $49 USD per hour (applies to United States of America candidates only). Pay varies by work location, job-related knowledge, skills, and experience.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Long term/short term disability insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Generous time off policies, including;
• 4-12 weeks fully paid parental leave based on tenure
• 13 paid holidays
• 15 days paid time off (US benefits overview)

The compensation and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, with or without notice, subject to applicable law.

Job

Administration

Schedule

Full time

Shift

No shift premium (United States of America)

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\"