Executive Assistant supporting three AVPs and the VP of Claims at The Doctors Company. Managing administrative tasks and assisting in department operations in a medical malpractice insurer.
About the role
- Executive Assistant supporting GTM practices at HP Inc., performing advanced administrative support tasks for upper executives. Managing executives' calendars, coordinating travel, and handling confidential information.
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.
Requirements
- High School Diploma/Higher Secondary education or commensurate work experience or demonstrated competence.
- 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
- Strong administrative support skills: Calendar Management, Event Planning, taking Meeting Minutes, Workflow management
- Finance support: Expense Reports, Invoicing, Office Supply Management, Purchasing
- Travel Arrangements: SAP Concur (Travel And Invoice Software) knowledge would be a big advantage
- Knowledge of MS office suite including Microsoft SharePoint
Benefits
- Health insurance for the employees and their closest family
- Employee assistance program
- Employee purchase program
- Multisport card
- Life insurance
- Flex-time arrangements and work from home opportunities
- Trainings and opportunities for personal development or advancement within the company
- Recognition programs
- Employee Capital Plans (PPK)
- Employee Pension Scheme (PPE)
Job title
Job type
Experience level
Salary
Degree requirement
Location requirements
Personal Assistant providing high - level support to Partners and Fee - Earning teams in a legal services organisation. Ensuring effective use of time through proactive management of tasks and activities.
Secretary supporting office staff with administrative tasks at Crown Equipment Corporation. Handling correspondence, clerical duties, and assisting the Branch Manager in various functions.
Executive Assistant providing administrative support to Women's Behavioral Health leadership team. Managing calendars, correspondence, and organizational tasks for Highmark Health with a focus on confidentiality.
Executive Assistant to the CEO at a fast - growing AI photo editing startup, providing high - level support and managing logistics. Requires strong organizational skills and executive - level experience.
Company Secretary for Teleport ensuring governance compliance across Southeast Asia and supporting Board dynamics. Leading governance frameworks and spearheading IPO readiness initiatives for a fast - growing logistics firm.
Executive Assistant providing high - level support in a fast - paced environment. Collaborating with global teams and managing client - facing events while handling confidential information.
Accountant & Executive Support combining finance responsibilities with executive/personal support at fintech scale - up INFINIT. A dynamic role supporting the CEO in various administrative tasks while enhancing operational efficiency.
Senior Executive Assistant at IonQ, providing administrative support for leadership team. Managing schedules, communications, and key initiatives in a fast - paced environment.
Virtual Assistant managing operations and creative support for Clark Outsourcing. Handling quotes, data management, and creative tasks for the team in a fast - paced environment.