Executive Assistant - Direct Procurement

HP; United States; On-site; USD 44,000 - 68,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long term disability insurance

Employee assistance program

Flexible spending account

Life insurance

Parental leave (4-12 weeks)

Holidays and PTO

Job summary

HP is seeking an Executive Assistant to support Direct Procurement Directors in a fast-paced environment. Based in Houston, you will manage calendars, coordinate complex meetings and travel, prepare reports, and maintain critical records with strict confidentiality.

You will act as a primary point of contact for stakeholders, support procurement processes, and drive efficiency with productivity tools. Previous experience assisting executives and supervising staff is expected.

Qualifications

• High School Diploma or GED or commensurate work experience.
• 6-8 years of related administrative experience preferred, supporting executives in fast-paced environments.
• Experience providing confidential, professional support to senior leaders and cross-functional teams.

Responsibilities

• Manage calendars for multiple VPs, anticipate scheduling needs.
• Coordinate complex meetings and travel, including international itineraries and visas.
• Prepare expense reports and maintain records with attention to accuracy.
• Handle gatekeeping and communications, maintain professional interactions at all levels.
• Create and review complex documents, assist with special projects and reporting.
• Maintain org charts, distribution lists, and purchasing in line with policy.

Skills

Calendar Management

Event Planning

Expense Reports

PO Creation

Microsoft Teams

Organizational Charts

Proofreading

Purchasing

Taking Meeting Minutes

Travel Arrangements

Workflow Management

Education

High School Diploma

Tools

Smartsheet

Microsoft Teams

Job description

Executive Assistant - Direct Procurement

Description -

Description -

Innovation is in HP’s DNA. From our origins in a Palo Alto, CA garage in 1939, to our current position as one of the world’s leading technology companies, HP has grown to become a leader in technology and corporate culture, inspiring innovators, and entrepreneurs around the globe. HP brings together a portfolio that spans printing, personal computing, software, and services to serve more than 1 billion customers in over 170 countries. HP’s vision is a world where innovation drives extraordinary contributions to humanity and is on a mission to create technology that inspires ambitious and meaningful progress. At HP, we believe that one thoughtful idea has the power to change the world. We are committed to fostering a diverse and inclusive workplace that attracts exceptional talent and to supporting our employees to succeed at all levels. 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.
• Manages all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in expense management system, managing travel budgets, and addresses last-minute changes and emergencies. AlsoIncludes 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 & ExperienceRequired

• 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 (applies to United States of America candidates only). Pay varies by work location, job-related knowledge, skills, and experience.

Benefits:

HP offers a comprehensive benefits package for this position, including:

• 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 https://hpbenefits.ce.alight.com/

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)

Travel -

Relocation -

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”.