Executive Administrative Assistant Job Description

Executive Administrative Assistant Job Description

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Executive administrative assistant provides administrative support to executive and direct reports, including managing schedules, arranging appointments, arranging travel, and scheduling meetings and conference calls (heavy use of MS Outlook for scheduling).

Executive Administrative Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Types, composes, revises, proofreads, edits, and distributes memos, reports, letters, presentations, and other documents utilizing word processing, spreadsheet, database, or presentation software applications
Provide professional phone coverage at all times
Assist with additional projects and other duties as required
Maintain calendar for the Americas Leadership Team
Perform other support related tasks such as those related to weekly staff meeting communications/dial-ins/room set up
Assisting the Operations manager
Front desk organization, meet and greet visitors
Telephone answering and other receptionist duties
Calendar and travel management
Coordinating lunch needs for client and internal meetings

Executive Administrative Assistant Qualifications

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

Licensing or Certifications for Executive Administrative Assistant

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

Education for Executive Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the executive administrative assistant 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, Communication, Management, Technical, Communications, Administration

Skills for Executive Administrative Assistant

Desired skills for executive administrative assistant include:

Excel
General office procedures
MS Word
Word
PowerPoint
Travel Express
MS Outlook
Outlook
MS Office
EPurchase

Desired experience for executive administrative assistant includes:

Creating filing systems and filing as needed
Inventory, ordering and organizing of supplies
Contacting vendors
Updating and preparing ClickTime reports as needed
Assisting with IT management
Assisting with the overall appearance and function of the office

Executive Administrative Assistant Examples

1

Executive Administrative Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of executive administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for executive administrative assistant
  • Responsible for the day-to-day general office management, maintain confidentiality of files, order office supplies, computer equipment, update files
  • Review and approve Direct History Report (DHR) with due diligence
  • Maintain regular, on-going communication with principals regarding administrative issues
  • Coordinate meetings (including rescheduling, cancellations, WebEx, conference room reservations, video conferences), arrange A/V and catering as needed
  • Serve as a go-to resource for EVP and other staff members
  • Create solid working relationships and partner with other administrative staff
  • Establishing effective working relationships with colleagues and external contacts
  • Effective diary management
  • Book meeting rooms & schedule meetings – eg
  • Make travel arrangements for Executive and direct reports, including international travel and ensure he/she has proper documentation (ie
Qualifications for executive administrative assistant
  • Comfortable working with very little direction while still being able to execute tasks in the most efficient and effective way
  • Positive and helpful attitude in all matters and interactions
  • Demonstrate initiative and be proactive in learning new processes and seeking out information
  • Personality attributes of confidentially, trustworthy, attention to detail and privacy are critical
  • Highly proficient in technology tools to assist executive in day to day functions
  • Ability to minute meetings, create agenda’s and follow up on activities task list
2

Executive Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an executive administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for executive administrative assistant
  • Effective communication and relationship building with both internal and external contacts
  • Timely posting of departmental materials to company Intranet and imaging system
  • Drafting letters and documents
  • Collecting and analyzing information
  • Initiating telecommunications
  • Handle contract administration[AT1]
  • Facilitate obtaining, coordinating and archiving signatures from senior management on certificates, agreements and other instruments, as necessary
  • Compose correspondence for the GM, such as welcome letters, guest follow-up letters
  • Assist with and support staff events as appropriate, such as leadership meetings, executive advance, staff receptions
  • Manage the development of domestic and international travel itineraries/agendas, and coordinate booking all related travel details (transportation, lodging, passports and visas)
Qualifications for executive administrative assistant
  • Strong knowledge of CWT, Concur, Oracle, epurchase, Facilities Direct, PassPort, EMS, MyTechHUB, EURC, Agile
  • Takes initiative and works independently on routine and more complex matters
  • Able to work effectively under pressure and time constraints to meet deadlines
  • Or in person, in a professional and helpful manner while simultaneously
  • Manage Microsoft Outlook for GM and executive office to include appointment calendar, email correspondence, tracking and filing, contacts, out of office and notes
  • Assist with managing and track internal and corporate deadlines for GM, executive office and department heads
3

Executive Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for an executive administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive administrative assistant
  • Oversees the ordering and maintaining of supplies, and arranges for equipment maintenance
  • Researches, prioritizes, and follows up on incoming issues and concerns- including those of a sensitive or confidential nature
  • Assists in coordinating management team meetings, off-sites, and all hands meetings
  • Laser focus at providing executive administrative and operational support for two IT Vice Presidents, and light support for two Directors
  • Research, collect, and summarize information needed by executives
  • Prepare letters, correspondences, spreadsheets, and other documents as directed
  • Arrange and facilitate meetings as directed, including management of meeting records, minutes, and official documentation
  • Research and coordinate travel and lodging arrangements for executives, including complex, detailed international travel
  • Serve as a liaison to the Board of Directors and manage the coordination and support of Board meetings
  • Work closely with President and other senior team members to provide information, updates, and support
Qualifications for executive administrative assistant
  • Manage executive committee attendance calendars
  • Requires a thorough knowledge of modern office equipment, practices and procedures
  • 8+ years of administrative experience supporting individuals
  • Periodic local and/or overnight travel required
  • 5+ years Executive Administrative experience supporting the C-level & Board
  • Must be proactive, resourceful and self motivated
4

Executive Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive administrative assistant
  • Prepare spreadsheets, statistical summaries and dashboards consistently or by request
  • Coordinate travel and submit expense reports in a timely manner
  • Coordinate orders for office supplies and other identified business needs
  • Can assist and guide others in using Office Suite applications
  • Assists Business Manager with account receivable, data entry, deposits
  • Provide telephone coverage by prioritizing and handling urgent calls with professionalism and good judgment
  • Arrange large group meetings including scheduling with all parties, booking appropriate rooms, arranging call-in numbers, organizing special meeting facilities, sending meeting confirmation emails and preparing and distributing meeting materials
  • Provide administrative support for the team including coordinating employee onboarding, moves, and other office management responsibilities (e.g., floor access and entitlements)
  • Serves as primary liaison between the CLO and a variety of others regarding a constantly changing array of legal and business issues
  • Ensures that CLO’s priorities and obligations are met by ensuring maintenance of complex calendars and schedules which include meetings, legal consultation and briefings, policy development, and travel
Qualifications for executive administrative assistant
  • Working knowledge of all Microsoft Office programs (office, excel, power point)
  • Always present with a sense of humor
  • Previous experience supporting executive locally and remotely
  • Must be comfortable supporting a C-level executive
  • Proficient in Excel, Word, Office Outlook
  • Must have a high school diploma, Bachelors degree highly preferred
5

Executive Administrative Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of executive administrative assistant. 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 administrative assistant
  • Dealing with enquiries to the Director on their behalf, without referral when possible
  • Organisation and management of meetings including
  • Supporting the preparation of reports, presentations and communications
  • Organisation of location events, VIP arrangements, overseas tours
  • Managing expenditure on business Credit Cards
  • Organising travel and accommodation
  • Processing invoices and expense claims
  • Providing administrative support to the leadership team
  • Managing the day to day running of the office
  • Liaison with the office landlord and facilities team, ensuring any required work is completed
Qualifications for executive administrative assistant
  • You hold a College diploma in Office Computing, Administration or equivalent
  • You have a minimum of 7 years of related experience including supporting executive level individual(s)
  • You are very discrete, resourceful, tactful and diplomatic
  • You are known for your efficiency, flexibility and strong ability to prioritize
  • You have outstanding organizational skills and the ability to work under pressure and within tight deadlines
  • You are known for your attention to detail, strong organizational skills, commitment, leadership, and as a team player

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