Administrative Assistant

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HP is ranked among the Top Companies to work. Among the recognitions include, One of the World's Most Attractive Employers by Universum Global, One of the Top Companies for Women Technologists by Anita Borg Institute, One of the Top 10 Fortune 500 Companies Millennials are most excited to work for by SurveyMonkey, and Working Mother 100 Best Companies for 27 years. Furthermore, HP has received two consecutive Diversity Leader Awards from Profiles in Diversity Journal. HP was also awarded the Gold Medal by World Environment Center for International Corporate Achievement in Sustainable Development.

We are seeking a sharp, personable, highly-organized Administrative Assistant to support the Americas Government Relations team and contribute to the success of the team.The candidate will be able to complete complex, specialized assignments/tasks in creative and effective ways.Teamwork, flexibility, balancing multiple responsibilities and attention to detail are key skills, the applicant would utilize in this role. Acting with strong self-initiative, you will assist with both day-to-day support activities, as well as strategic objectives.We're looking for someone who can take on a wide range of administrative support tasks that include (but are not limited to): compiling data for reports, administrative tasks associated with the budget process, calendar maintenance, preparing expense reports, preparing/editing executive presentations, making travel arrangements, helping to onboard new employees, invoice preparation and payment, and office management tasks.May determine methods and procedures for new assignments.

Key Responsibilities:

Administrative Tasks:

  • Invoice preparation and payment
  • Compiling information for reports - including key GR compliance reports
  • Booking travel arrangements
  • Scheduling meetings and calls
  • Maintaining contacts
  • Preparing expense reports
  • Mail and FedEx shipments and management
  • Coordination with Administrative Assistants across Global Government Relations team as well as Global Legal Affairs
  • Support budgeting activities including keeping track of payments
  • Onboarding of new employees including technology orders and set up
  • Preparation and editing of executive presentations
  • Coordination of Government Relations meetings both in the DC office and away - to include creating an agenda, choosing and booking a location, organizing meals
  • Order equipment and services via HP standard approved tools and processes
  • Manage and approve purchase orders on supervisor's behalf

Office Management:
  • Coordinate with HP real estate to ensure DC office equipment is operating and building management is performing as required
  • Coordinate with building management to ensure all services are being performed, building updates are communicated with DC office team, routine maintanence is scheduled/performed, and emergency preparation planning is completed
  • Coordinate use of the DC office facilities
  • Manage parking and building access for DC office employees
  • Maintain DC office supplies

Type of Experience Needed:
  • Gracious team member, able to assume best intentions
  • Exhibits exceptional command of the English language, both written and verbal communication
  • Consistently demonstrates solid understanding of priorities; maintain focus with sense of urgency, while upholding respect for others
  • Works independently with minimal guidance, as well as part of a collaborative team and assume additional responsibilities as required
  • Demonstrates professionalism, maintains a polished demeanor and a positive customer service attitude
  • Adapts well to changing plans and priorities; comfortable dealing with ambiguity
  • Positive attitude and willingness to help
  • Maintains strict confidentiality standards; absolute discretion and appropriate handling of highly sensitive information
  • Proficient in MS Office; quick and agile in learning new technologies and software
  • Proactive attitude with the ability to be adaptable in changing situations
  • Superb organizational skills with an attention to detail
  • Organize and coordinate all departmental meetings, trips and off sites (includes managing of logistics, agency management and effective budget management plan vs actual costs)

Education and professional experience required:
  • High school education or equivalent (college level education is highly preferred)
  • Minimum of 7+ years general administrative experience with comprehensive understanding of the general aspects of the job, or equivalent combination of experience and college level education
  • Excellent knowledge of standard MS Office (Word, Excel, PowerPoint, Outlook, SharePoint)
  • Excellent communication skills in English (verbal, email, phone and presentations


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