Executive Assistant - Direct Procurement

HP

Spring (TX)

On-site

USD 44,083 - 67,502

Full time

14 days+

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Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Employee assistance program

Flexible spending account

Generous paid time off

Job summary

HP in Houston, part of Direct Procurement, seeks an Administrative Assistant to provide advanced tactical and strategic support to directors. This role manages calendars, schedules complex meetings, serves as gatekeeper, and handles travel arrangements with discretion.

You will collaborate with cross-functional teams, prepare expense reports, maintain records, and contribute to process improvements using productivity tools. The position may require outside normal hours due to global team.

Qualifications

High School Diploma or GED or equivalent experience.
Typically 6-8 years of related administrative support experience.
Experience supporting executive leaders in a fast-paced environment.

Responsibilities

Manage calendars for multiple VPs and anticipate scheduling needs.
Coordinate complex meetings and travel, including visa/expense processes.
Prepare detailed meeting agendas and act as gatekeeper for communications.
Maintain confidentiality and professionalism in all materials.
Assist with purchase orders and alignment to HP procurement policies.

Skills

Calendar Management

Event Planning

Expense Reports

PO Creation

Microsoft Teams

Organizational Charts

Proofreading

Travel Arrangements

Workflow Management

Education

High School Diploma or GED

Tools

Microsoft Office

Expense Management System

HR/Procurement Systems

Job description

This role is aligned to HP’s Direct Procurement and will provide administrative support to multiple Directors in the team. The position is based in Houston.

The ideal candidate will have experience working in a fast-paced environment and supporting Executive leaders. They should demonstrate a proven ability to execute core administrative functions in an independent, resourceful, and confidential manner. As a core member of the Direct Procurement Staff, the Administrative Assistant will contribute to the development of new concepts/techniques to complete complex, specialized assignments/tasks in innovative, efficient, effective, and ethical ways. They will support assignments that are highly complex in nature where a strong degree of independent judgment, initiative and technical knowledge are required to resolve problems. They will demonstrate strong communication, administrative, and organizational skills, as well as finesse in interacting with all levels of management, applying extensive knowledge of their job skills and HP company policies and procedures. This individual will typically provide guidance to other employees and will work with teammates and cross-functional teams contributing to a positive working environment.

Given the global nature of our team, this job may require work outside the typical 8am – 5pm (Central), Mon-Fri working hours.

Job Summary

This role is responsible for providing advanced tactical and strategic administrative support to directors within the organization, managing key records, compiling data for reports, & preparing expense reports. The role takes ownership of leaders’ calendars, schedules complex meetings, acts as a gatekeeper for communications, and manages all aspects of director’s travel. The role handles sensitive information with discretion, prepares detailed meeting agendas, and acts as a primary point of contact for stakeholders. The role involves coordinating administrative work within and across departments.

Responsibilities

Manage professional and personal scheduling for multiple VPs, including proactively identifying and anticipating calendar needs.
Work closely with the leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the team updated. Anticipate needs in advance of meetings, conferences, including collection and review of internal and external briefing documents.
Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.
Manage all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in expense management system, managing travel budgets, and addressing last-minute changes and emergencies. Also includes site visit coordination: agenda planning in coordination with local site leads, event logistics (venue selection, rooming options, catering, and A/V needs).
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.
Maintain professionalism and strict confidentiality with all materials.
Drive operational efficiencies through development of repeatable processes and 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, and 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.

Education & 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 advanced general administrative support, office services, or a related field.

Type Of Experience Needed

Advanced general administrative skills/knowledge.
Usually works with multiple issues/projects and has the experience/ability to support multiple employees' administrative needs.
Regarded as the key administrative employee of the department and is a primary administrative employee in the division/company.

Knowledge & Skills

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

Pay & Benefits

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

Benefits