Executive Assistant Job Description

Executive Assistant Job Description

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Executive assistant provides calendar management and maintain contacts in Microsoft Outlook.

Executive Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Work daily with Excel, PowerPoint, and Word creating decks, charts, and various documents
Typing and preparing documents – utilizing Microsoft Word, Excel
Develop PowerPoint presentations, type letters, memos, charts, reports or other types of correspondence and maintain records of all documents
Assist SVP, Global Tax Reporting with maintenance and oversight of Tax Department Budget, including obtaining working knowledge of JD Edwards and other general ledger systems, performing monthly procedures for consulting fee cost management
Arranging meetings both internal and external, booking meeting rooms and video conferencing equipment, and in addition preparation of the agenda
Printing relevant reports and presentations for meetings
Preparing presentations in a professional format
Arrange large group meetings and conference calls – schedule meetings with all parties, book meeting rooms & call-in numbers, arrange special meeting facilities (food, multimedia, ), send meeting confirmation e-mails, prepare & distribute meeting materials
Assist in maintaining heavy calendar and schedule for the President & CEO
Assist in coordinating specific projects to be determined by the Executive Assistant to the President & CEO of EPIX

Executive Assistant Qualifications

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

Licensing or Certifications for Executive Assistant

List any licenses or certifications required by the position: AIRS, NYSC, MCSE, MCSA, ACRP, RCO, DOT

Education for Executive Assistant

Typically a job would require a certain level of education.

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

Skills for Executive Assistant

Desired skills for executive assistant include:

Excel
PowerPoint
Word
Outlook
Microsoft Word
Microsoft Office
Procedures
Spelling
Grammar
Microsoft Outlook

Desired experience for executive assistant includes:

Must have excellent command of written and spoken English and Hungarian
Highlighting upcoming significant meetings to senior executives
3-5 years executive/administrative assistant experience directly supporting a Division Head of a large private or public sector firm/ organization
Has excellent attention to detail, and executes responsibilities with a sense of urgency and follow-through
Coordinate calendar events including board meetings, all staff meetings, conference call
Strong travel coordination

Executive Assistant Examples

1

Executive Assistant Job Description

Job Description Example
Our company is hiring for an executive assistant. 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 assistant
  • Follows-up on the process of U.S. mechanical license requests for major labels, independents, and individuals either online via the Harry Fox Agency website, via direct licenses, or by e-mail approval
  • Maintains appropriate records, files, documentation
  • Provides analytical and specialized administrative support to the company executive officers
  • Screens incoming calls, mail and personal visits
  • Coordinates onsite and offsite meetings (large and small) including attendees, facility, equipment needs, catering, (managers meetings)
  • Organizes and prioritizes daily administrative responsibilities,organizes multiple projects with the department executive leadership team
  • Proactively manages department commitments and timelines such asproject status updates and ensures supervisors are aware of critical dates anddeadlines
  • Accurately communicates relevant and potentially sensitive informationto and from others including Milan and LRNA
  • Maintain extremely busy executive's schedule through planning and managing the scheduling of meetings strategically
  • Draft letters, emails and additional correspondence on behalf of the department and executive
Qualifications for executive assistant
  • You've got a college degree
  • You are a strategic thinker
  • Must be comfortable and confident to advise Executive leadership team
  • This is a highly entrepreneurial environment in a global organization (employee base of over 5000 people across 100 locations)
  • Three or more years of experience providing administrative and executive level support within a public or private entity
  • Ability to operated variety of office equipment
2

Executive Assistant Job Description

Job Description Example
Our company is looking to fill the role of executive assistant. 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 assistant
  • Enter pertinent information on Calendar (travel, personal notes)
  • Act as a personal assistant to manager as required (inquire/trace orders, submit, insurance claims)
  • Manage SVP email inbox in Lotus Notes (Read all incoming emails and messages sent to SVP
  • Proactively share incoming requests for information, reporting, new projects/ownership, (from internal and external sources) with proper team leads in WFJ Merchandising, Retail, Wholesale, Marketing, VM, and Training teams and request their support to help move business forward
  • Arrange reservations locally and during business travel (car service, restaurants)
  • Create timelines and monitor team progress for significant business projects (budget and LE confirmations, business planning for the approaching year)
  • Take charge of general office administration including ordering of stationery and groceries, restocking printers
  • Retrieve bank property cellphone, 3G cards, laptops, access cards from the direct reports, of the manager, who leave the bank and return to the relevant parties
  • Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser
  • Review all write-offs and near misses each month and provide a report to the Managing Exec/BU Head on trends identified and recommended actions
Qualifications for executive assistant
  • 5 yrs experience in an administrative role supporting c-suite executives a MUST
  • Bachelor’s Degree (finance related preferred)
  • A minimum of one (1) year of progressively responsible and relevant administrative experience, preferably in a music publishing company
  • A high school level education, or its equivalent, is required
  • Must have a minimum of seven years of work experience providing senior level administrative support in progressively responsible positions
  • Bachelor's degree in a related field of study or an equivalent combination of skills, training, and experience is preferred
3

Executive Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive assistant. 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 assistant
  • Assist the Head of our Boston Office in their everyday needs to ensure their day runs smoothly
  • Assist with phone calls from clients and respond to client inquires and requests
  • Contribute to the preparation of meeting materials and presentations which will include maintaining client and subject matter filings
  • File and submit expense reports through concur
  • Establish strong working relationships with team members throughout the organization and in the Boston Office
  • Contact management - manage relationships and contacts for the Head of the Boston Office
  • Act as the main point of contact when the Head of the Boston office is traveling
  • Serve as a backup for the Office Manager / Receptionist on greeting clients and assisting in events
  • Maintain phone log
  • Provide clerical support such as scheduling, coordinating and maintaining appointments and meetings, booking travel arrangements/reservations, answering and screening phone calls, organizing and maintaining filing system, faxing and copying , typing and composing general correspondence, opening and distributing mail, coordinating messengers/package delivery and executing expense reports, supply requisitions
Qualifications for executive assistant
  • Provides administrative assistance to the EVP
  • Proactively seeks opportunities to provide additional value added service to ensure all established deadlines/commitments are met
  • Maintain working knowledge of department and processes
  • Proactively seek opportunities to provide additional value added service and optimize efficiency
  • Willingness to work extended hours as needed and be accesible on email/cellphone
  • Working knowledge of office equipment (printers, copiers, faxes, telephones)
4

Executive Assistant Job Description

Job Description Example
Our growing company is looking for an executive 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 assistant
  • Logistics for in-person executive meetings in NYC and Montvale PowerPoint review, formatting, consistency checker
  • Manage a very busy calendar and arrange meetings in multiple time zones
  • Arrange both international and domestic corporate travel and meetings by developing itineraries and agendas
  • Complete projects and special assignments by establishing objectives
  • Interface directly with Executive level customers and suppliers
  • Handle confidential documents and legal documents appropriately
  • Prepare correspondence and presentations as required
  • Answer telephone, screen calls and email, and manage messages
  • Reconcile and prepare complex expense reports
  • Enhances Executive's and DESG's reputation by accepting ownership for accomplishing new and different requests
Qualifications for executive assistant
  • Must be competent in problem solving issues related to BlackBerry mobile devices PC and Mac computers
  • Strong hands on experience and knowledge is essential for EA role
  • Flexible and result oriented
  • Proven ability to work well with all levels of internal management and staff, outside clients and vendors
  • Must demonstrate confidentiality and flexibility in accepting new and changing responsibilities
  • Must have experience and demonstrated competency in providing senior executive administrative assistance
5

Executive Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an executive assistant. 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 assistant
  • Facilitate office projects and conduct research
  • Organize and assist with client events, dinners
  • Manage communication with Compliance Department
  • Helping out with presentations
  • Mailbox coverage
  • Distribution lists creation/maintenance
  • Executive T&E coverage
  • Large meeting planning / logistics
  • Monitoring emails
  • Preparing materials and directing phone calls
Qualifications for executive assistant
  • Four-year college degree or an equivalent combination of skills, training, and experience is required
  • Executive-level administrative support experience required
  • Must possess a strong commitment to working in a fast-paced, team-oriented environment
  • Candidate must be articulate, detail-oriented, and have strong follow up, organizational and administrative management skills
  • Ability to initiate and follow-through on tasks independently – strong self-starter who will take charge and provide support to executives in an efficient manner
  • Ability to multitask, assess priorities and maintain composure and diplomacy at all times

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