Executive Admin Job Description

Executive Admin Job Description

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Executive admin provides support to team in relevant technology applications SharePoint, Outlook, Word, PowerPoint, Box and other company or client supported programs.

Executive Admin Duties & Responsibilities

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

Sample responsibilities for this position include:

Extensive Microsoft Office, Outlook, Powerpoint and Excel experience
Knowledge of Adobe Professional and MS Office Apps including Excel and PowerPoint
Arrange travel, schedule internal/external meetings and events, coordinate mailings, create PowerPoint presentations (add and update graphics), update Excel spreadsheets
Ensure adherence to office policies, procedures and standards
Prepare reports and PowerPoint decks as needed, utilizing methodology and design for accuracy and impact, for both internal and external audiences
Heavy PowerPoint preparation and creating presentations
Prepare presentations, reports and correspondence utilizing desktop publishing software, word processing and/or transcription
Coordinate meetings (conferences, teleconferences, ) with internal and external parties, working across multiple calendars
Arrange comprehensive and detailed business travel itineraries
Process expense reports in accordance with established policy guidelines

Executive Admin Qualifications

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

Licensing or Certifications for Executive Admin

List any licenses or certifications required by the position: HR, ACLS, BLS, CPR, AED, DEA, AOA, ABMS, DOAS, AMC

Education for Executive Admin

Typically a job would require a certain level of education.

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

Skills for Executive Admin

Desired skills for executive admin include:

Excel
PowerPoint
Word
MS Office
Policies
IC and other government agencies
Outlook
Microsoft Office applications
Excel and PowerPoint
Organization policies and practices

Desired experience for executive admin includes:

Organize department meetings, functions and events including all AV needs, room setup, refreshments, including large scale event planning and management
Department liaison for Turner Properties, Mail Room, Delivery, Copiers, and other administrative needs
Prepare accounting binders monthly, quarterly and annually
File journal entries
Maintain department filing system and oversee document retention policy for department
Scheduling/booking of conference rooms

Executive Admin Examples

1

Executive Admin Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive admin. 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 executive admin
  • Read industry trades daily for articles or deal details that provide competitive information about industry business trends
  • Maintain monthly/quarterly reports that provide key insights into competitive acquisition practices on television series and feature films, including the analysis of trends in purchasing for on-air exhibitions and exposure in other forms of media
  • Assist the VP by providing support during deal negotiations which can range from reviewing key clauses in contracts or analyzing trends in Turner's buying practices from studio to studio to compiling the details of Turner's offers and licensor's counter offers during deal negotiations
  • Track the performance of theatrical releases by studio on a weekly basis and maintain reports on content available on emerging platforms
  • Salesforce knowledge champion
  • Create, maintain and update all charts, lists and calendars reporting travel schedules and attendance for the office being supported
  • Assist in preparing local, domestic, and international travel arrangements, including authorizations, vouchers, and reimbursements for the office and assist in follow up on preparation of travel reimbursements to ensure timely filing
  • Maintain an efficient office environment, to include ordering supplies and arranging for repair of office equipment
  • Provides administrative support to executive C-level officers, President or Vice President
  • Support the team in ways we haven’t even thought of yet!
Qualifications for executive admin
  • Proven track record of supporting multiple managers manage multiple and competing priorities
  • Must be able to flex schedule to meet work demands (ex
  • Ability to make clear and timely decisions
  • The ability to perform advanced, diverse and complex tasks gained through experience
  • The ability and willingness to take independent action to complete assignments with little to no instruction
  • The ability to function effectively when faced with stressful work situations and time pressures
2

Executive Admin Job Description

Job Description Example
Our company is growing rapidly and is hiring for an executive admin. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive admin
  • Uses various PC software packages such as spreadsheets, word processing, graphics, to produce high quality reports, presentations or other documents
  • Requires comprehensive skill and knowledge of organization policies and practices
  • Submit work orders to property owners
  • Maintain floor copier machine and supplies
  • Manage floor key inventory
  • Oversee and administer cubicle signage program for floor
  • Provide administrative support for executive level staff in an environment that requires maturity, professionalism and confidentiality
  • Coordinate calendars, travel itineraries, telephone conferences, meetings, and presenters that support meetings, conferences and workshops
  • Assumes lead responsibility for various project-based assignments in support of executive(s) and/or resource group(s)
  • Creates and maintains filing/record keeping function in an orderly, systematic way
Qualifications for executive admin
  • Work is complete, accurate, and timely
  • Displays ability to apply necessary judgment and logic when solving problems and making decisions
  • Responsible for effectiveness in varying environments and with different tasks, responsibilities and people
  • Demonstrates the ability to successfully cope with work demands and pressures
  • Experience in managing calendars in different time zones global travel
  • Set up and managing of meeting invite, including RSVPs
3

Executive Admin Job Description

Job Description Example
Our growing company is looking for an executive admin. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive admin
  • Effectively prepare, create, distribute and maintain reports, presentations and communications both internal and external
  • Screen a wide range of internal and external communications and outreach (emails, phone calls, visitors), gather information and decide on appropriate course of action, resolve routine and complex inquiries with internal and external contacts in a timely, efficient manner
  • Schedule and maintain complex calendar of appointments, conference calls, meetings and travel itineraries
  • Perform research for a wide range of issues and subjects as requested
  • Coordinate departmental/functional activities such as interviews, meetings and other events to include coordinating schedules, organizing activities with other departments, research and finding appropriate locations (on or offsite), reserving meal arrangements, gathering materials, recommending and tracking budgets and expenditures, communicating information/ schedules to attendees
  • Proactively perform office management responsibilities such as inventory and order of supplies, coordinating candidate/new hire processes
  • Works with minimal or no direction or guidance, performs complex administrative support for the top executives (reports and provides support to VPs or equivalent with responsibility for a major organization function)
  • Schedules appointments, meetings, and travel itineraries on a non-conflict basis
  • Within guidelines, makes independent decisions regarding planning, organizing and scheduling work
  • File expenses, and manage T&E budgets
Qualifications for executive admin
  • Conforms to ethical standards
  • Minimum of five years related experience, with a minimum of three years in an Administrative Assistant capacity (reporting to director level or above) required (May consider combined education and work experience)
  • Work effectively as a team, maintain composure in stressful situations, and work under deadline pressure
  • Proven ability to manage and coordinate complex (and ever-changing) travel schedules for multiple travelers
  • Ability to anticipate the needs of the senior management and to run their day-to-day agendas and manage priorities
  • Must be proficient (intermediate level or above) in the use of all Microsoft Office programs
4

Executive Admin Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive admin. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive admin
  • May be designated as “lead worker”, providing work assignments and direction to lower-level clerical staff
  • Screens telephone calls and visitors as appropriate and resolves routine and some complex inquiries
  • Compiles information and data for audits, budgets and plans
  • Serves as a resource to others in the resolution of complex administrative problems
  • Compiles and ensures timely sending of Monthly performance report and quarterly management and audit performance to corporate
  • Assists with customer contracts administration by filing, copying and obtaining proper signatures
  • Trains other administrators as needed
  • Appropriately screen visitors, phone calls, meeting invitations, emails or physical mail, and direct accordingly
  • Proactively support VP in coordinating special projects, high-level meetings (both internal/external)
  • Assist with preparing presentation materials for meetings coordination and communication with members of the team
Qualifications for executive admin
  • Good command of both spoken and written English and Bahasa
  • High school diploma with five to ten years of advanced administrative experience in a Corporate office environment
  • Highly accurate with strong attention to detail
  • Provide administrative support in business operations, communications, and writing
  • Manage OM’s calendar/schedule and email account
  • Minimum Diploma in business / business admin or finance related discipline
5

Executive Admin Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive admin. 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 executive admin
  • Manages phone calls and correspondence (emails, mails, and parcels ) and visitors service
  • Assists with onboarding/ offboarding of all employees
  • Maintains office facilities and equipment and renew the relevant lease contracts when needed
  • Reviews and processes office expenses to meet the requirement of audit
  • Maintains office security system and documentation office access record for tracking
  • Coordinates travel for office and project field staff
  • Maintains and updates various ADM-related lists and materials and assure a proper documentation
  • Coordinates Employee Welfare Events when needed
  • Assists in most of IT basic requests
  • Undertakes other duties as required
Qualifications for executive admin
  • Associate degree and several years’ experience in an executive assistant role
  • Must have good communication skills, service-oriented, well-organized, attentive to details, positive attitude, and able to handle multiple tasks at once
  • Demonstrated work experience in a complex, matrixed environment
  • 5 or more years of clerical/administrative background
  • Ability to set priorities on the calendar
  • A Bachelor's Degree from an accredited program

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