Executive Assistant, Executive Committee - job 1 of 2

This role has been designated as ‘Office’, which means you will primarily work from an HPE office.

Job Description:

The Executive Assistant provides executive support to the Executive Committee member. This Executive Assistant is part of the Executive Office team, reports into the Chief of Staff and serves as the primary point of contact for travel, approvals on matters pertaining to that Executive Committee member. They also work with the Chief of Staff to organize and manage their travel & time. The Executive Assistant organizes and coordinates executive travel and external & internal relation efforts; and oversees special projects. The ideal individual exercises good judgment in a variety of situations, has strong written and verbal communication skills, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant has conflict resolution skills, the ability to work independently on projects, from conception to completion, and must be able to work well under pressure and be able to handle a wide variety of activities involving confidential matters with discretion. This role is based in Houston, Texas and is office-based.

Roles & Responsibilities

• Completes a broad variety of administrative tasks for the Executive Committee Member including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings and also responsible for managing approvals in Workday, Concur, Ariba, UAM and other systems.

• Manages the Executive Committee Member’s Office Mail, External Board Calendaring, archiving documents for EC Meetings, SBR’s and Geo Reviews as well as managing EC Vacation and Travel.

• Plans, coordinates, and ensures the Executive Committee Member’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Committee Member’s time and office.

• Communicates directly, and on behalf of the Executive Committee Member, with Board members, donors, Foundation staff, and others, on matters related to Executive Committee Member’s programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Committee Member, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the Executive Committee Member’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

• Works closely and effectively with the Executive Committee Member to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Committee Member updated.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Committee Member, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Committee Member's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

• Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Works in an organized and disciplined manner. Detail oriented.

• Emotional maturity.

• Highly resourceful team-player, with the ability to also be extremely effective independently.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

• Forward looking thinker, who actively seeks opportunities and proposes solutions.

• Ability to navigate web and email at high competency knowledge.

• Generally receives no instruction on routine tasks and very little instruction on new projects.

• Advanced desktop calendar management program experience.

Education and Experience Requirements

• Bachelor's degree required.

• Strong work tenure: EA or equivalent experience; 10+ years’ experience in administrative environment. 5 years working at the C level.

• Experience in planning meetings and coordinating travel.

• Experience and interest in internal and external communications, partnership development, and fundraising.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, MS Teams/SharePoint and social media.

• Calendar Management: Managing Executive’s calendar and daily schedule to include prioritizing conflicting meeting requests, tracking action items and commitments of executive and following-up to ensure completion. This requires exceptional organization skills, juggling multiple priorities and keeping a busy executive on track and on schedule.

• Event Speaking Engagement Coordination: Managing a running list of EVP’s engagements and works closely with communications team to ensure content needs are understood and set in motion so the Executive is prepared for each engagement.

• Meeting Planning and organizations: Assisting Executive in planning and organizing meetings by taking responsibility for location, accommodating technology requirements based upon participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item list.

• Travel Briefing Preparation: Creating travel packs for international trips. This work includes combining all event information in addition to coordinated logistics of travel and customer/team asks.

• Correspondence/Approvals: Supporting Executive by acting as proxy for communications and approvals as authorized. Answering general questions as necessary, referring (filtering) routine matters to appropriate parties, and following up to ensure proper disposition. Taking initiative to resolve problems within specified policies and guidelines and providing mentorship to administrative community members on problem solving. Determining when executive action is required and supplying a recommendation where appropriate.

• Travel and Expense Management: Responsible for making in-depth global travel arrangements for Executive Committee Member and managing expenses.

• Special Projects: Providing analytical support to assist executive on special projects. EC Offsite, Discover, Ambassador Program

• Confidentiality: deal professionally with highly sensitive and confidential matters and materials.

• Mentor new Executive Administrative Assistants and other administrators. Participates in a cross functional EA network.

Job:

Job Level:

States with Pay Range Requirement

The expected salary/wage range for a U.S.-based hire filling this position is provided below. Actual offer may vary from this range based upon geographic location, work experience, education/training, and/or skill level. If this is a sales role, then the listed salary range reflects combined base salary and target-level sales compensation pay. If this is a non-sales role, then the listed salary range reflects base salary only. Variable incentives may also be offered. Information about employee benefits offered can be found at https://myhperewards.com/main/new-hire-enrollment.html.

Hewlett Packard Enterprise is EEO F/M/Protected Veteran/ Individual with Disabilities.

HPE will comply with all applicable laws related to employer use of arrest and conviction records, including laws requiring employers to consider for employment qualified applicants with criminal histories. .