Administrative Executive Job Description

Administrative Executive Job Description

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Administrative executive provides executive assistant support to the GM ; this work entails interacting with and requires a working knowledge of Middle East and Saudi.

Administrative Executive Duties & Responsibilities

To write an effective administrative executive job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative executive job description templates that you can modify and use.

Sample responsibilities for this position include:

Proactively arranging meetings as required
Finalizing schedule and meetings a week prior
Reconfirming all off-site meetings a week prior
Schedules meetings, off-site conferences and conference calls with designated attendees
Manages telephone calls, takes messages and/or redirects callers
Manages complex scheduling and calendars for Executive team, including meeting scheduling with internal and external parties, senior client executives, employees, in extremely fast-paced, complex environment
Facilitates communications between President, executives, and/or management and the customer with regard to program and other related issues
Answers and screens telephone calls determining which can be handled by President, executives, subordinates, or other departments
Provides support to the accounting department through the verification of submitted reports and data
Monitors the schedules of the President and executive and his/her direct reports

Administrative Executive Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Executive

List any licenses or certifications required by the position: CAP, PTA, ISO, RSA, CD, HR, CPS, CPR, CGI, TS

Education for Administrative Executive

Typically a job would require a certain level of education.

Employers hiring for the administrative executive job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Business, Education, Business/Administration, Administrative Assistant, Management, Communication, Technical, Communications, Administration

Skills for Administrative Executive

Desired skills for administrative executive include:

Excel
Middle East and Saudi
Internal business practices and priorities to proactively respond to daily issues and requests as authorized
Keeping them apprised of critical issues
Microsoft Office
Microsoft Office familiarity with the Internet and its search tools
Office equipment and ability to trouble shoot problems
PowerPoint
SharePoint and Concur
Their scheduling preferences and priorities

Desired experience for administrative executive includes:

Provides administrative services , copying, faxing, ordering of supplies, , as needed
Comfortable working in a very fast paced, unpredictable, and chaotic environment
Ability to quickly react to changing situations
Comfortable sharing ideas and receiving feedback
Assists with onboarding new hires including but not limited to IT checklist, desk set up, 1st day preparation, credit card application
Book meeting rooms and schedule meetings

Administrative Executive Examples

1

Administrative Executive Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative executive. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative executive
  • Prepares presentations using PowerPoint
  • Being a team player within the administrative staff and willingness to help colleagues when needed
  • Support Ford Land Chairman with Ford systems including but not limited to e-mail (including monitoring for priority e-mails), prompt handling of signature requests, voicemail, HR online, and cell phone services
  • Provide administrative support to other Ford Land Management, as required
  • Coordinate and organize travel plans including scheduling, itineraries, travel expense reports (TER) submissions and reconciliations
  • Correspond with professional organizations/conference organizers regarding agendas and scheduling
  • Ensure professionalism in external interfaces
  • Provide general support including meeting management (photocopying, scheduling, booking meeting rooms, ), & team preparedness (ordering supplies, faxing, distributing mail, maintaining operation of copiers\printers)
  • Preparing binders
  • Work with outside vendors and internal vendors
Qualifications for administrative executive
  • Minimum Diplomain any disciplines
  • Plan and execute advertiser events and sales incentives, travel incentives, sales incentives and advertiser entertainment
  • Maintain appointment, meeting and travel schedule for VP
  • Assist in the development, implementation and maintenance of employee recognition and incentive programs and events with appropriate department managers
  • 5+ years of experience in assisting Senior Executives at a major Financial Services Firm
  • Applicant must have 3-5 years’ experience as an Administrative Assistant including interfacing with Executive Offices
2

Administrative Executive Job Description

Job Description Example
Our growing company is hiring for an administrative executive. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative executive
  • Maintain sport teams' tickets for division to provide to clients as needed
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CFO, including those of a sensitive or confidential nature
  • Provides a bridge for smooth communication between the President's office and internal departments
  • Works closely and effectively with the CFO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
  • Provide project management
  • Maintain schedules for meetings and conferences making adjustments based on dynamic priorities
  • Screens incoming phone calls on behalf of the executives
  • Reviews incoming mail and electronic communications
  • Communication between 35 distribution centers and subsidiaries with distribution centers in the US and Canada
  • Answers phone’s for all executives and fills in where needed, and arranges conference calls
Qualifications for administrative executive
  • Highly proficient in Microsoft Word, Power Point, Excel, Outlook the Intranet and Internet (Social Media & other relevant tools)
  • Complete GM expense reports for monthly and one time purchases
  • Assist GM and executive office with creation of contracts, agreements, reports, and presentations
  • Assist GM with sensitive personnel assessments, documentation, incentive tracking and merit increases
  • Complete check requests for donations, capital and special events
  • Track capital project submissions
3

Administrative Executive Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative executive. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative executive
  • Schedule meetings and maintain Senior Vice President and General Managers calendar with high degree of accuracy
  • Arrange domestic and international travel for SVP & GME and his senior staff, create detailed itineraries with travel and meeting information, process late travel changes, monitor status throughout trip, and process reimbursements
  • Assist with Development event planning and coordination
  • Provide administrative support to Operations Leader as needed
  • Various administrative projects and responsibilities
  • Maintain calendar entries and manage potential schedule conflicts while ensuring the identified Vice President is prepared for scheduled activities
  • Plan meetings as requested by coordinating schedules of selected participants, reserving adequate meeting space, sending notices and ensuring purposes are communicated and attendees are prepared as needed to maximize the effectiveness of the meeting
  • Maintain meeting agendas, minutes and action item status to completion as required
  • Prepare and review correspondences for content and grammar as needed
  • Prepare reports and presentations for a variety of audiences including executive level and the Board of Directors
Qualifications for administrative executive
  • Professional levels in all Microsoft applications including Word, Excel (HEAVY), PowerPoint and Access also Internet software and E-mail
  • Ten (10) years of increasingly responsible experience as executive secretary in healthcare or related setting or
  • Bachelor’s degree plus five (5) years similar experience
  • Ability to learn and interpret department and hospital policies
  • Demonstrates excellent written and verbal communication skills, interpersonal relationships, and conflict resolution
  • Word processing and/or computer experience
4

Administrative Executive Job Description

Job Description Example
Our growing company is looking to fill the role of administrative executive. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative executive
  • Prepares presentation materials for various projects, initiatives, senior management and Board presentations
  • Composes and edits written correspondence, including typing and proofreading, faxing, copying, scanning, and printing written materials
  • Organizes and maintains confidential correspondence and files and follows up on pending matters
  • Understands and respects the need to maintain confidential/privileged information
  • Analyzes and compiles data for special projects as directed
  • Assists with monthly review of department expenditure reports and comparison to budget
  • Handles electronic/manual processing of vendor invoices
  • Providing extensive Executive Assistant support to the Location Director
  • Prioritising and managing the Director's workload and co-ordinating tasks within it
  • Extensive diary management for the Director
Qualifications for administrative executive
  • Able to demonstrate resiliency and high productivity in a fast paced environment is required
  • Strong interpersonal and collaboration skills is required.Administration
  • Composed during sudden high priority demands
  • Highly responsible with sensitive and confidential information
  • 5 years of executive assistant and/or administrative experience
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and database management systems
5

Administrative Executive Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative executive. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative executive
  • Create presentations via Power Point and other computer systems
  • Creates and maintains confidential files and records, as requested
  • Maintains and updates daily calendars for the Executive
  • Coordination of US domestic and international travel
  • Coordinates internal and external meetings and conferences for executives
  • Maintains organizational charts for executives
  • Coordinates logistics and materials for meetings and conferences, as required
  • Prepare letters, spreadsheets and correspondences, and arrange meeting as directed
  • Works closely with other administrative assistants throughout the organization in a collaborative and professional manner, / Board preparations, Leadership Meeting coordination
  • Provide information and guest service to internal and external guests and callers
Qualifications for administrative executive
  • Advanced computer skills to include MS Office Suite with heavy emphasis on Excel and PowerPoint
  • Avanced analytical skills with the ability to make suggestions and recommendations generate reports based on analysis
  • A Bachelor's degree or years of equivalent experience, in Marketing area preferred
  • 5+ years administrative experience supporting senior level executives within a comparable corporate environment
  • Demonstrated experience problem-solving and dealing with complex, ambiguous situations with diplomacy and tact
  • Ability to effectively interact with senior level management and vendors and maintain a high level of confidentiality

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