Corporate Real Estate Executive Assistant

Summary:

Do you consider yourself a leader with a tenacious attitude? Are you someone who can "jump in" and contribute to a dynamic team environment? HP's Corporate Real Estate and Workplace Services (CREWS) group is seeking an Executive Assistant.

CREWS manages all of HP's global real estate assets and is responsible for delivering a workplace experience that fosters HP culture of innovation and reinvention. The Corporate Real Estate Executive Assistant will report directly to the Business Operations Lead and will support the global Head of CREWS and the Head of Real Estate Strategy.

This role will focus on providing a full range of administrative, operational, and specialized support.

As a key member of CREWS, a successful candidate will be responsible for driving business administration, operations, and specialized support efforts that drive organizational goals and objectives through efforts of:

  • Prioritization
  • Consistency and use of best practices
  • Operational efficiency
  • A high performance and collaborative culture

Specific responsibilities will include:

Administrative

  • Provide executive support to the Head of CREWS and the Head of Real Estate Strategy
  • Support Executives with related team and functional meetings in agenda setting, facilitation, recording minutes, and at times provide simple technical support (i.e. Skype meeting logistics)
  • Responsible for conference room scheduling, travel arrangements, meeting/event scheduling & logistics, calendar management, expense report processing, and other support as directed
  • Coordinate and maintain CREWS department files, records, documents, and web/SharePoint content, including contact information and organization charts
  • Act as CREWS point of contact by receiving inquiries and providing routine to moderately complex information in accordance with instructions provided by Executive(s). Refers more complex questions to other staff or to the manager
  • Act as proxy to CREWS Executive(s) on approvals
  • Perform office administrative duties, including office mail delivery and receipt, general supply/equipment orders, coordinate equipment maintenance (i.e. copiers, printers, etc.), and coordinate new CREWS team member on-boarding process
  • Coordinate and provide back up support to other support specialists as needed
  • Other administrative support tasks as assigned

CREWS Specialized Support

  • Prioritize conflicting demands, handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures
  • Produce management reports and presentation material as needed in an accurate and timely fashion
  • Provides line of sight and support to functional and regional program initiatives (e.g. Energy Management & Sustainability Program, IFM related programs)
  • Provide project and analytical support as directed by management
  • Track global compliance and process initiatives within CREWS team
  • Coordinate with global CREWS teams, outsourced provider support, and partner organizations (IT, HR, tax, finance,…) as required

As successful candidate will possess the following qualifications

  • Education: Bachelor's degree preferred
  • Experience: 5+ years of professional experience, including some experience in office administration and executive support is required
  • Exposure to corporate real estate or tech industry preferred

Skills/Knowledge Requirements:

  • Ability to anticipate management or team needs
  • Pro-active
  • Demonstrate sound judgment handling competing priorities and potential conflicts
  • Excellent communication skills, both written and verbally
  • Strong multi-tasker and strategic thinker
  • Exceptional organizational and time management skills
  • Ability to interact with all levels of the global organization
  • Tech savvy (Skype meeting, Video conference, etc.)
  • Strong MS Office applications, Power Point, Visio, SharePoint and the ability to learn new applications quickly
  • Strong attention to detail
  • Team player and work ethic
  • Flexibility for overtime when needed

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