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Executive Assistant

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HP

16d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Bangalore

AI generated summary

  • You need a high school diploma or equivalent, and at least 8 years of experience in advanced administrative support or related fields.
  • You will manage executives' calendars, schedule complex meetings, handle travel logistics, oversee administrative tasks, maintain confidentiality, and coordinate with internal and external stakeholders.

Requirements

  • High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
  • Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Responsibilities

  • Holds responsibility for performing advanced 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.
  • Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
  • Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs.
  • Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.
  • Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies.
  • Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.
  • Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares 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.
  • Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
  • Supervises entry-level executive assistants or administrative support staff of the administrative services department.

FAQs

What are the primary responsibilities of an Executive Assistant in this role?

The primary responsibilities include providing advanced administrative support to upper-level executives, managing calendars, scheduling complex meetings, handling communications, managing travel arrangements, preparing reports and presentations, and acting as a primary point of contact for stakeholders.

What is the required educational background for the Executive Assistant position?

A High School Diploma, General Education Diploma (GED), or higher secondary education is required, along with 8+ years of related work experience, preferably in senior administrative support.

What types of skills are essential for an Executive Assistant?

Essential skills include administrative support, calendar management, event planning, effective communication, digital fluency, and proficiency in tools like Google Workspace, Microsoft SharePoint, and SAP Concur.

Does the Executive Assistant role involve managing personnel?

Yes, the Executive Assistant may supervise entry-level executive assistants or administrative support staff within the administrative services department.

Is confidentiality important in this role?

Yes, handling sensitive and confidential information with discretion and maintaining strict confidentiality protocols is a critical aspect of the Executive Assistant position.

What kind of experience is preferred for applicants?

Applicants typically should have at least 8+ years of experience in senior or advanced general administrative support, office services, or a related field.

Are there specific certifications required for this position?

No specific certifications are mentioned as being preferred or required for this role.

What kind of reports will the Executive Assistant be expected to generate?

The Executive Assistant will be responsible for generating statistical and analytic reports for strategic planning purposes and preparing presentations highlighting relevant insights for the executives.

What is the impact and scope of this Executive Assistant role?

This role impacts multiple departments and leads large, cross-division functional teams or projects, indicating a significant level of responsibility and influence within the organization.

Will the Executive Assistant be involved in managing travel arrangements?

Yes, the Executive Assistant manages all aspects of executive travel, including international trips, visa applications, and last-minute changes or emergencies.

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HP

Technology
Industry
10,001+
Employees

Mission & Purpose

Our vision is to create a world where innovation drives extraordinary contributions to humanity. This vision guides everything we do, how we do it, and why we do it. Our technology – a product and service portfolio of personal systems, printers, and 3D printing solutions – was created to inspire our vision and we are doing everything in our power across climate action, human rights, and digital equity to make it so. We believe thoughtful ideas can come from anyone, anywhere, at any time. And all it takes is one to change the world.