Executive Assistant

Executive Assistant

Description
- Job Summary

* This role is responsible for providing tactical and strategic administrative support to two vice presidents within Consumer Printing Solutions & Services:
Consumer Print HW Portfolio and Consumer Services & Solutions. The role requires a highly adaptable and flexible professional who can effectively respond to shifting leader priorities, evolving business needs, and partner requests while maintaining strong judgment, discretion, and responsiveness.

* The role entails managing complex calendars, scheduling appointments, coordinating meetings and travel, handling phone calls and emails, and serving as a primary point of contact for internal and external stakeholders. The role also includes drafting and formatting documents, organizing executive meetings, coordinating administrative work across departments, and supporting business rhythm activities in close partnership with business operations and strategy leads.

* Over time, the successful candidate is expected to build strong working relationships with both vice presidents and their key partners, anticipate leadership needs proactively, and help ensure priorities are aligned and executed smoothly across the organization.

Responsibilities

* Holds responsibility for performing tactical and strategic administrative support for two vice president leaders, while balancing competing priorities and adjusting quickly to changing business demands.

* Manages complex calendars, appointments, meetings, and events for both leaders, exercising sound judgment to prioritize requests, resolve conflicts, and align schedules with business priorities.

* Demonstrates strong adaptability and flexibility in responding to shifting executive priorities, urgent requests, and changes in direction from leaders and key stakeholders.

* Assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials to support effective executive and team meetings.

* Answers phone calls, takes messages, responds to routine emails on behalf of executives, and filters and prioritizes incoming correspondence with professionalism and discretion.

* Coordinates domestic and international travel plans, including booking flights, hotels, ground transportation, and preparing detailed itineraries.

* Provides general administrative support as needed, including document preparation, mailing, expense coordination, and other operational tasks.

* Generates statistical and analytic reports for strategic planning in the administrative function and assists in preparing presentations and materials with relevant insights for the executives.

* Acts as a primary point of contact between the vice presidents and internal/external stakeholders, building strong partnerships and ensuring timely follow-up on key requests.

* Conducts basic research tasks, such as gathering information for reports, business updates, 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 administrative work within and across departments and divisions, working effectively with cross-functional teams and external partners as needed.

* Works closely with business operations and strategy leads to support leadership cadence, business planning, communications, and follow-through on priorities.

* Builds knowledge of leader preferences, operating rhythms, and organizational priorities in order to anticipate needs, address issues proactively, and improve the effectiveness of executive support over time.

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 Share Point

* 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.

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,…