Job Description
Executive Office Manager: This job title combines the responsibilities of an Executive Assistant and an Office Manager, with a focus on providing high-level administrative support to senior executives while managing the day-to-day operations of the office.
Job Description: Executive Office Manager
As a senior-level Executive Assistant at HP, you will be responsible for performing general administrative support tasks involved in HP’s Global Government Affairs organization while overseeing the office's smooth operation. This is a senior level position, and the ideal candidate should have extensive knowledge of job skills, company policies, and procedures to complete complex, specialized assignments/tasks in creative and effective ways.
Responsibilities:
- Assisting executives with various administrative tasks, including general filing and records maintenance, compiling data for reports, making travel arrangements, scheduling appointments and meetings, answering/screening telephone calls, preparing expense reports, distributing mail, greeting/escorting visitors, and other established general administrative tasks.
- Providing direct administrative support to HP’s Chief Public Policy Officer, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists.
- Overseeing the day-to-day office activities as the main point of contact in reception areas and keeping management informed regularly via performance reports.
- Ensuring peak operations for the organization and implementing preventive measures for potential issues.
- Implementing policies and procedures, measuring outcomes against standards, and improving operational flow.
- Coordinating internal and external resources and cultivating relationships with vendors.
- Managing all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and providing answers, resources, and solutions when requested.
- Assisting in supporting the general administrative work for one or more professional employees other than the direct supervisor.
- Overseeing and maintaining office equipment for uninterrupted function, identifying needs and acquiring supplies, managing vendor relationships, and coordinating food deliveries when requested.
Objectives of the role:
- Ensure peak operations for the organization.
- Implement policies and procedures, measure outcomes against standards, and improve operational flow.
- Provide direct administrative support to HP’s Chief Public Policy Officer.
- Oversee the office's smooth operation and maintain employee safety.
- Coordinate internal and external resources and cultivate relationships with vendors.
- Nurture a positive, inclusive work environment.
Education and Experience Required:
- High school education or equivalent; some college level education preferred.
- A minimum of 5+ years of general administrative experience, or equivalent combination of experience and college level education.
Type of Experience Needed:
- Senior/advanced general administrative skills/ knowledge of most general administrative issues.
- Experience supporting multiple employees’ general administrative needs.
- Regarded as the key general administrative employee of the work unit/department and is a primary general administrative employee in the department/division.
- Specific advanced level of software skills as required by the work unit/department.
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