Executive Administrator Job Description

Executive Administrator Job Description

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Executive administrator provides timely and accurate support for laboratory information management systems and other supported applications for internal and external users;.

Executive Administrator Duties & Responsibilities

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

Sample responsibilities for this position include:

Demonstrate superior business knowledge of the firm to expedite often unique and varied regional business and client issues
Coordinate regional or global initiatives with multiple players
Demonstrate ability to evaluate information and requests and redirect as appropriate
Possess superior communication and organization skills to relieve supervisor of as much administrative work as possible
Perform advanced, diversified and confidential executive administrative duties and projects
Anticipate and proactively follow-up on firm management and client deliverables
May manage a functional area of firm administration
Effectively communicate and coordinate with offices across the network the parent company contacts as appropriate
Assist with developing executive-level management tools and materials
Assist in supporting regional leadership teams

Executive Administrator Qualifications

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

Licensing or Certifications for Executive Administrator

List any licenses or certifications required by the position: CPI, CPR, ITIL, R&D, AWS, ASICS, CEP, V3, PRINCE2, PMP

Education for Executive Administrator

Typically a job would require a certain level of education.

Employers hiring for the executive administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Business, Management, Associates, Business/Administration, Finance, Accounting, Graduate, Health Care Administration, Communication

Skills for Executive Administrator

Desired skills for executive administrator include:

Policies
Intelligence Community
Customer
Government agencies and other inter-relationships
Regulations
Internet
Spelling
Filing and records management systems and practices
Internal transactional applications
Organizational rules

Desired experience for executive administrator includes:

Demonstrate ability to plan and organize large-scale meetings
May travel to assist with planning and preparation of meetings, presentations or training
Demonstrate ability to effectively communicate with C-suite client contacts
Create, prepare and organize presentation materials—research, write content, edit ideas
Develop tools and materials to support the strategic management function
Demonstrate ability to compile relevant information, analyze data and draw conclusions that affect business planning and operations

Executive Administrator Examples

1

Executive Administrator Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive administrator. 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 administrator
  • May be involved in unique projects and demands that require expert planning coordination, leadership and organizational skills
  • Exercise minimal discretion in applying established techniques or specific firm standards
  • Report to an executive level manager
  • Work under minimal supervision, using solid judgment to determine the appropriate action in non-routine situations
  • Assist other I.S
  • Maintain Business Continuity Management contact information
  • Manage day-to-day work flow additional tasks and activities supporting multiple team members as needs arise
  • Prepare expense reports (using Oracle iExpense)
  • Preparing meeting materials including assisting with the creation of presentations, handouts and other related materials printing, binding and collating of materials
  • Provide executive support and secondary support
Qualifications for executive administrator
  • Ability to multitask and work independently with little guidance and to recognize and respond to business related issues in a professional manner
  • Ability to analyze relevant alternatives, create rational recommendations and implement positive outcomes
  • Very proficient at office management at a senior executive level
  • Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships both inside and outside the Bank
  • Ability to work independently and deal with confidential materials in an appropriate manner
  • Diplomacy, reliability, dependability and patience to support this highly diverse group of business professionals
2

Executive Administrator Job Description

Job Description Example
Our company is looking to fill the role of executive administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for executive administrator
  • Serve as a first point of contact for executives and developing systems to prioritize executives time and activities
  • Drafting correspondence, calendaring meetings, making copies, answering and screening phone calls and directing inquiries to the proper party within the team
  • Assisting with developing and updating of complex PowerPoint presentations, Excel spreadsheets and other documents as needed
  • Establish and maintain effective and cooperative professional business relationships with all levels of management and employees with outside clients
  • Proactively anticipate meeting preparation, including scheduling prep meetings, requesting meeting materials and briefing docs
  • Support projects as needed for the executives such as employee rewards programs, organizational charts, monthly reporting
  • Provide sales support for specific projects on an as needed basis
  • Shared responsibility for local office management support for assigned duties such as Pcard purchases, business licensing, ordering of office supplies
  • Providing back up assistance to other administrative support team members as needed and collaborate with other executive administrators to provide coverage during PTO
  • Drafting correspondence and developing/updating documents (Excel spreadsheets, Powerpoint presentations, ), calendaring meetings, and exude professionalism and discretion with highly confidential information
Qualifications for executive administrator
  • Intrinsically-motivated, highly organized and results-oriented
  • Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
  • Great team player, collaborator
  • Intuitive and not afraid to challenge
  • Advanced experience in administrative support at an international level
  • Experience in Microsoft Outlook, Excel, PowerPoint, SharePoint
3

Executive Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of executive administrator. 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 administrator
  • Coordinate travel arrangements and complete expense reports to include obtaining approval for payment/reimbursement
  • Understanding of security processes for international travel
  • Monitor staff packages using AT&L Correspondence and Task Management System (CATMS)
  • Perform communications management (telephone and e-mail) determining nature of requests, and rout to appropriate staff based upon knowledge of programs and operations
  • Maintain government leave/vacation schedule
  • Coordinate the set-up of new hires, track and manage current/future space allocation plan and coordinate office moves
  • Develop and maintain filing system
  • Administer a broad variety of administrative tasks for Business Unit General Manager and staff , including taking minutes at key meetings, completing expense reports and purchase requisitions
  • Coordinate with appropriate focal to support the acquisition and maintenance of resources
  • Professional and efficient in an Executive-facing role
Qualifications for executive administrator
  • Working knowledge of Microsoft Office, including Word, Excel Lotus Notes
  • Excellent knowledge and proficiency in PowerPoint
  • Applied advanced knowledge of Outlook, Word, PowerPoint and Excel, Access (Windows)
  • Possess analytical ability to gather and summarize data for reports
  • Ability to work in a high paced environment that requires multi-tasking
  • Availability for some overtime work required
4

Executive Administrator Job Description

Job Description Example
Our company is looking to fill the role of executive administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive administrator
  • Ability to prepare formally for and effectively manage interactions with Sr VP
  • Plans and implements logistics for senior executive level internal and external events
  • Schedule and maintain heavy calendaring of meetings in connection with regulatory examinations, various committees, and other events
  • Preparing meeting materials including assisting with the drafting and updating of agendas, presentations, handouts and other related materials
  • Extensive printing, binding and collating of materials for distribution on a regular basis
  • Assist with research of industry best practices in risk governance and regulatory matters
  • Act as a liaison, problem solver, and facilitator for the team
  • Support projects as needed
  • Actively managing NA Chief Financial Officer's calendar
  • Proactively managing and coordinating recurring and ongoing activities that involve the NA Finance leaders, including monthly CFO reporting, department head meetings, organization chart, PTO calendar, and other activities that require participation across the department head leadership team
Qualifications for executive administrator
  • Knowledge of system capabilities is required to develop project activities
  • Advanced knowledge of Outlook are essential, strong working knowledge of Microsoft Word, Excel, PowerPoint, and possess a general techie proficiency
  • Should have familiarity with invoicing and approval systems, basic accounting, and project management and event planning.​
  • Advanced level PowerPoint preferred with solid experience in developing presentations
  • Must be a proactive, assertive, high energy individual and can work efficiently in an environment where priorities can change frequently
  • High levels of discretion are required
5

Executive Administrator Job Description

Job Description Example
Our growing company is looking to fill the role of executive administrator. 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 administrator
  • Coordinating logistical arrangements for broader NA Finance activities including All-Hands meetings and other staff events
  • Managing NA Chief Financial Officer's budget including booking travel, processing expense reports, monitoring purchasing card spend, and procurement of supplies
  • Actively managing the SVP’s calendar
  • Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Innovation & Strategic Partnerships organization, including monthly all-hands meetings, department head meetings, organization chart, PTO calendar, and other activities that require participation across the department head leadership team
  • Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately
  • Act as first contact for SVP and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities
  • Successfully track open issues and follow-up on items that require closure
  • Ability to act quickly, seamlessly and professionally
  • Coordinate complex International Travel Requirements (Itineraries, Visas, Logistics)
  • Coordination of high level meetings and events involving multiple companies
Qualifications for executive administrator
  • Experience supporting C-level executives at a publicly traded company
  • Ability to anticipate executive needs with excellent organization skills
  • Strong, professional presence and presentation with polished verbal and written communication skills
  • Experience managing relationships, scheduling and material creation for Board of Directors and Executive Staff, Company as needed
  • High proficiency of Microsoft Office (Outlook, Excel, Word, PowerPoint)
  • Bachelor’s Degree in Business Administration or equivalent trade-off in related professional work experience required

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