Executive Assistant
Summary
Title:Executive Assistant
ID:1264
Department:Administrative
Job Category:Clerical
Job Type:Non-exempt (hourly)
Salary Range:N/A
Description

Executive Assistants help senior managers and high-level executives maximize their efficiency by providing them with clerical and secretarial support. They keep these managers and executives organized by taking care of their travel arrangements, scheduling their meetings and other tasks that allow the executive to perform at a high level. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. You should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

The role of Executive Assistant is not an entry-level position. One must have 3-5 years’ experience as an Administrative Assistant before getting this senior position. Success in this role depends on the level of trust between assistant and executive, which requires a sense of loyalty. In this sense, the relationship between assistant and executive is slightly different than your standard employee-boss relationship.

Duties and Responsibilities

Plan and Manage Meetings

Executive Assistants are responsible for planning all meetings that involve senior management. They may also be responsible for sitting in at the meeting and taking meticulous notes.

Schedule and Update Executive Calendar

High-level executives live and die by their calendar. The Executive Assistant is responsible for scheduling both personal and professional tasks that the executive needs to complete. This involves organizing tasks by level of urgency, taking calls and communicating via email.

Develop and Maintain Filing System

Organization is a vital character trait for Executive Assistants. One of their responsibilities is to create and maintain a filing system for both paper and electronic documents. This involves the use of Microsoft Office Suite.

Create and Update Documents and Reports

The Executive Assistant will be required to combine data and information from different sources to create and update reports and documents on Microsoft Office Suite. In addition to the ability to use Office to create documents, the Executive assistant will need to be able to read and interpret invoices, bids, requests for proposals, and other business documents to summarize and compare the contents of those documents.

Client Invoicing and Cost Reporting

The Executive Assistant will have responsibilities that include client invoices and cost reporting. A strong background in accounting practices and procedures is a requirement.

Skills

The role of Executive Assistant takes up an organized mind who is technologically savvy. They must have good interpersonal communication skills to establish trust with the executive or senior manager they work for. They also must be proficient in Microsoft Office Suite. The right candidate for this job will have the following skills:

  • Using calendar software to organize and prioritize the tasks of their executive
  • Communicating with associates of the executive and documenting important information
  • Scheduling meetings and keeping meetings on task through use of time management skills
  • Motivating office employees to stay on-task while keeping a harmonious office environment
  • Using customer service skills to provide office visitors with a positive experience
  • Must be able to pivot tasks quickly in response to the needs of their executive
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