Executive and Sofia Site Admin Assistant with Operations Support

Hewlett Packard Enterprise is the global edge-to-cloud company advancing the way people live and work. We help companies connect, protect, analyze, and act on their data and applications wherever they live, from edge to cloud, so they can turn insights into outcomes at the speed required to thrive in today’s complex world. Our culture thrives on finding new and better ways to accelerate what’s next. We know diverse backgrounds are valued and succeed here. We have the flexibility to manage our work and personal needs. We make bold moves, together, and are a force for good. If you are looking to stretch and grow your career our culture will embrace you. Open up opportunities with HPE.

Candidates living at reasonable distance outside of Sofia are encouraged to apply for this position. HPE offers a flexible hybrid work model that enables you to work from home and will be expected to come into the office a few times a week to collaborate and connect with your colleagues. Our recruiters will tell you more about this during the interview stage.

The Executive and Sofia Site Admin Assistant with Operations Support is responsible for performing general administrative support tasks involved in an HPE Pointnext Services Supply Chain organization and is also responsible for ensuring material supply through tactical procurement activities for all parts within assigned portfolio.

Job specifics/responsibilities:

Assists supervisory and non-supervisory PTS SC GO team members with various administrative support tasks. These tasks may include, but are not limited to, general filing and records maintenance, compiling data for reports, assisting with administrative tasks associated with the cost center(s) budget(s), scheduling appointments and meetings, calendar maintenance for one or more employees, answering/screening telephone calls, distributing mail, greeting/escorting visitors, assisting new employees, duplicating, and other established general administrative tasks.
Prepares expense reports, preparing/editing presentations.
Makes travel arrangements /hotel, shuttle airport bookings, granting access to HPE facilities/
Clearly and effectively communicates with others in the business setting (customers, management, reports, and colleagues).
Coordinates work within the work unit and with other work units/departments, both internal and possibly external to the company.
May assist in supporting the general administrative work for one or more professional employees other than the direct supervisor.
Work is completed with minimal supervision and assignments may be completed without established procedures.
Effectively organizes, drives, and controls virtual and face-to-face meetings/events.
Applies understanding of HPE operations to support management effectiveness and responsiveness.
Office environment management – exhibits solicitous and welcoming manners in assisting employee’s requests and contributes to the overall professional atmosphere of the workplace.
Team Members’ working time tracking & management on site level – on time and accurate submission and reporting.
Admin tasks support – onboarding trackers and seats planning. 
OnProcess admin support – ensures timely and appropriate system account management: domain, mailbox access, account termination.
Participates in yearly VoW programs on global SC level.
Ensures all trainings related to HPE standards are met by all GO team members, prepares reports on them when needed.
Maintains GO communications calendar, which include, but is not limited to All Team Member meetings, communication packages, magazines, leaders’ videos.
Creates & executes people development programs.
Maintenance of all needed share points.
Prepares slides deck & needed ad-hoc analysis
Creates SOWs, accounts, domains, FY budget and tracking monthly invoices related to CW contracts.
 

Supply Chain Sofia Site Admin Assistant Support:

Performs tactical and strategic administrative support tasks for the PTS SC management team of the Sofia organization. Tasks may include, but are not limited to, key records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling appointments and meetings, calendar maintenance, answering/ screening/ routing telephone calls, preparing expense reports, preparing/ editing presentations, making travel arrangements, mentoring the general administrative staff of the department and other established general administrative requirements of the organization.
Global Real Estate facilitating – manages office space, desks, equipment. Ensures all teams are distributed appropriately in the office with their reduction/growth plans taken into consideration. Desks relocations are planned and communicated upfront, and movements managed smoothly.
Orders HPE assets – forecast needed hardware, ordering via POs, storage all assets and recycling via Facilities services. Orders office consumables per request.
Organizes the Medical Exams for HPE Pointnext Services Supply Chain Teams – booking conference rooms, setting visitation schedule, and sending communication.
Site PDLs management – ensures there are relevant PDL’s for the business groups in Sofia site, and they are maintained up to date.
Supports PTS Sofia Supply Chain Management Teams with various tasks – both planned & ad-hoc.
Actively participates in all Sofia Site Supply Chain engagement activities.
Submits visa invites at the Immigration department.
Coordinates the administrative work within the department/division, working with other departments/divisions and companies at Sofia site.
Applies subject-matter expertise and analytical skills to evaluate process change impacts from operational perspective. Directly communicates with process owners/stakeholders regarding related tasks and operational updates.
Ensures that processes are followed, and planned tasks are done on time. Proposes and executes corrective/preventive actions aiming process improvement.
Be responsible for respective documentation and data Management.
Manages project / process financials; provides reliable financial forecasts to Management. Manages first level stakeholder relationships.
 

Key deliverables/accountabilities:

Accountable for all admin tasks – both planned & ad-hoc requested by direct manager or other managers withing GO Leadership or Team Sofia Site Management Team.
Accountable for key records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling appointments and meetings, calendar maintenance, answering/ screening/ routing telephone calls, preparing expense reports, preparing/ editing presentations, making travel arrangements, mentoring the general administrative staff of the department and other established general administrative requirements of the organization.
Strictly follows the established PTS SC and Sofia site and team processes and procedures.
 

Education (degree) and professional experience required:

Bachelor’s degree
Previous experience on a similar position is an advantage
Priority setting/time management – demonstrates time management sensibilities when scheduling, allocating and prioritizing commitments
 

Other requirements:

Fluent in written and verbal English
Task prioritization and follow up until completion without supervision
 

Personal skills and qualities:

Excellent written and verbal communication skills
Very good organizational skills
Strong Execution Skills
Team Player
Ability to chase and deliver operational results, and to drive issues to closure
Ability to communicate effectively across national and cultural boundaries
Good negotiation skills
 

Technical skills:

Good PC skills
Power point presentations
Ariba
SAP/ERP system experience is an advantage
MS Office (esp. MS Excel)
 

HPE is an Equal Employment Opportunity/ Veterans/Disabled/LGBT and Affirmative Action employer. We are committed to diversity and building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate and all decisions we make are made on the basis of qualifications, merit, and business need. Our goal is to be one global diverse team that is representative of our customers, in an inclusive environment where we can continue to innovate and grow together.