Administrative Assistant

Administrative Assistant

This ADMINISTRATIVE ASSISTANT position provides high-level administrative support to the Senior Director of Managed Services Delivery in AMS & staff. The candidate works effectively across teams, builds strong relationships across the broader organization, and navigates the complexities of a global organization. The successful candidate has superb time-management skills, attention to detail, and the ability to remain calm and professional under high pressure.

The candidate must demonstrate good judgment and self-direction, as they will be working on complex assignments requiring considerable initiative to resolve or recommend solutions. The work will be minimally supervised and will sometimes require creating new thinking and approaches. They will prioritize and complete tasks without direct supervision, being proactive and consistently following up. High integrity and discretion are needed in handling sensitive or confidential information.

The successful candidate will also demonstrate strong communication, administrative, and organizational skills, as well as finesse in interacting with all levels of management. They will apply their extensive job knowledge and HP company policies and procedures to complex, specialized assignments/tasks in efficient, effective & ethical ways. As a senior assistant, this individual will typically guide other employees and work with teammates and cross-functional teams, contributing to a positive working environment.

Responsibilities include but are not limited to:

• Responsible for performing tactical and strategic administrative support tasks for executive-level employees of the organization.
• These tasks may include but are not limited to, critical records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling executive appointments and meetings, calendar maintenance for upper executive level employees, answering/screening/routing telephone calls for executives, preparing expense reports, preparing/editing executive presentations, making travel arrangements, mentoring/leading the general administrative staff of the department/division, and other established general administrative requirements of the organization.
• Coordinates the administrative work within the department/division, working with other departments/divisions and companies.
• Recognized as the top administrative employee in the department or division.
• The work performed by these employees is predominantly administrative, mainly tactical and strategic.
• Partner with the direct staff and business planner to create a seamless working environment for the team.
• Responsible for heavy calendar management. Thoughtfully managed complex calendars and scheduling of internal and external meetings.
• Prioritization and Planning:
  Assist the team in driving results by ensuring that the leader and teams spend time on the most critical priorities, use meeting time well with agendas and explicit meeting goals, and build work-back schedules into calendars. Use judgment and familiarity with team goals to ensure the leader(s) are spending their time wisely.
• Manage travel approval process for organization and schedule travel for the senior executives, obtaining required visas and coordinating complex domestic and international travel itineraries with seamless logistics.
• When needed, submit all travel expenses in the expense management system. Manage expense report coordination and submission promptly. Prepare and intermediately approve expense reports for a team, with a strong understanding of compliance.
• 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.
• Create and maintain the organization's website with relevant information about the team (bios, mission, vision, purpose, links, news)
• Act as the delegate for the senior executive in specific company systems, including the HR, procurement, and recognition systems.
• Maintain updated org charts and distribution lists for senior executives and the entire organization.
• Create and/or edit presentations.
• Organize team events, All Hands meetings, Quarterly events, etc. Organize, execute, and assist with team activities (staff meeting agendas, all hands, fireside chats, off-sites, and other team events)
• Drive and track the completion of key deliverables and follow up on outstanding items and other projects as needed. Distribute reminder emails for upcoming actions, general record retention and maintenance, assist with the cost center(s), help with onboarding new employees/interns, purchase items, and create purchase orders following HP procurement policies.
• Budget & Expense Management:
  Maintain an understanding of the team budget, including Purchase Orders and expenses. Purchase equipment, services, and supplies. Create purchase orders.
• Coordinating and…