Executive Assistant, VP Job Description

Executive Assistant, VP Job Description

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Executive assistant, VP provides administrative guidance, assistance and support to the Secretary Senior and Office Service Specialist by imparting knowledge of programs, policies, procedures and organization.

Executive Assistant, VP Duties & Responsibilities

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

Sample responsibilities for this position include:

Prepare Travel & Expense reports, reconcile corporate card expenses and uphold company T&E policies
Maintains a comprehensive understanding of department policies, procedures and department members methods of operation to effectively and efficiently conduct duties and responsibilities
Managing a complex international diary subject to constant last minute changes and frequent travel
Booking extensive international travel including US, Brazil, China
Provide administrative support to the VP, including phone, calendar, travel arrangements and expenses
Assist with managing logistics for meetings led by VP and/or team members including organizing agendas, booking meeting rooms, preparing written materials, managing catering
Assist with the execution of department events teambuildings, lunches, strategy sessions
Prepare for daily review by VP key marketing calendars, results reports
Participate in special projects such as gathering and summarizing competitive intelligence, digital and marketing industry trends
Ability to work on a Mac using Photoshop, Adobe, Keynote and/or other

Executive Assistant, VP Qualifications

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

Licensing or Certifications for Executive Assistant, VP

List any licenses or certifications required by the position: ABA

Education for Executive Assistant, VP

Typically a job would require a certain level of education.

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

Skills for Executive Assistant, VP

Desired skills for executive assistant, VP include:

Excel
Word
PowerPoint
Organizational policies and general business procedures
Windows desktop computer applications: Outlook
Relevant resources and services available within organization
Executive administrative requirements
MS Office Products and the ability to easily grasp the concepts and functionality of airline specific software and programs
Office procedures and general office equipment
Policies

Desired experience for executive assistant, VP includes:

Assisting the VP with preparation for, and follow up actions from, Executive and Board level meetings
Managing Exec Team meetings, creating agendas, taking minutes and actions following upon actions and ensuring meetings are run in an efficient manner
Managing a complex business diary including organisation of national and international itineraries, acting quickly to short notice changes, rescheduling and cancellation of appointments with tact
Project management support as required, including Customer Experience initiatives and formulation of Business unit goals and Road Maps
Management and organisation of celebratory events other ad hoc events
Co-ordinating communications to the Business unit to ensure the maximisation of staff engagement, including working with Corporate Communications and other key stakeholders

Executive Assistant, VP Examples

1

Executive Assistant, VP Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive assistant, VP. 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, VP
  • Complex day to day prioritization and management of Outlook calendar
  • Provides support to VP’s team to include assistance with onboarding, expense reporting help, catering, and keeping them apprised of upcoming events and policy changes
  • Monitoring and managing administrative, training and system needs to ensure VP is conducting and completing administrative activities in a timely manner
  • Strong contributor with assistant administrative community relative to cross functional support, driving efficiency, promoting positive culture, or general counsel and assistance with broader business
  • Ordering, stocking and maintaining all office and kitchen supplies, including office keys and parking/transit passes
  • Attending to company mail by retrieving, opening, sorting and routing correspondence, preparing outgoing mail
  • Coordinating team events such as meals, outings, holiday parties
  • Oversee and execute administrative tasks including, but not limited to, memos, letters, travel bookings, expense reports, filing, scheduling and more
  • Manage a complex business calendars
  • Handles expenses for SVP and VP
Qualifications for executive assistant, VP
  • Team player attitude, looks for ways to fix problems and excels at completing complicated assignments
  • Strong knowledge with Outlook, Share Point, expense reporting, travel booking and management tools
  • Assertive in proactively managing calendars and processes
  • Help to oversee budget for PD sampling monitor team expenses
  • Create presentations and reports as requested
  • Monitor/audit department to ensure teams are meeting weekly, monthly and seasonal deadlines
2

Executive Assistant, VP Job Description

Job Description Example
Our growing company is looking to fill the role of executive assistant, VP. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive assistant, VP
  • Understand organization and leader priorities to make scheduling prioritization decisions
  • Ensure the VP is knowledgeable of upcoming meetings and commitments, to enable appropriate planning and preparation
  • Arrange and coordinate business travel, quickly and efficiently handling changes as they occur
  • Plan, coordinate, and execute all types of local meetings and events
  • Compose correspondence and messaging for distribution to key leaders and team
  • Create/Edit needed analysis of highly-confidential Board materials
  • Maintain and follow up on Action Item lists coming out of staff meetings
  • Research and analyze data within the context of a project, departmental needs, or company direction and make recommendations for action or changes as appropriate
  • Handle multiple tasks, switching priorities and focus as needed
  • Handle a large volume of incoming communications which includes monitoring email and redirecting as appropriate
Qualifications for executive assistant, VP
  • Well-developed organizational awareness
  • LI-TZ1
  • Must be a self-starter and a multi-task oriented individual with strong organizational skills and have a strong ability for independent work
  • Familiarity with Lean or Continuous Improvement processes
  • SAP, Workday and web based (Concur) travel and expense reporting system knowledge
  • A Bachelor’s degree and a minimum of four years’ experience as an executive-level administrative assistant including working with a complex calendar, involvement in strategic planning and independent decision-making
3

Executive Assistant, VP Job Description

Job Description Example
Our company is growing rapidly and is hiring for an executive assistant, VP. 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, VP
  • Manage VPs calendar based on timely prioritization
  • Maintain department call path, answer telephone calls, take messages and forward information to appropriate personnel
  • Serve as key team member in ensuring readiness and seamless execution of Board of Directors meetings
  • Respond to requests from directors’ offices
  • Responsible for the payment of invoices and the processing of reimbursement payments to the members of the Board
  • Should be an expert resource in corporate systems, websites, databases, applications
  • Provide advanced and diverse administrative support to the
  • Schedule meetings and events (both internal and external) utilizing a wide selection of resources and electronic media
  • Makes and confirms travel arrangements and all other arrangements according to the assigned corporate officer’s needs
  • Proactively communicate to keep daily schedule on point, maintain calendar
Qualifications for executive assistant, VP
  • Exceptional communication skills including 1) the ability to communicate clearly and diplomatically, both verbally and in writing
  • The ideal candidate will demonstrate a high level of tact and professionalism, very strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent
  • Great attention to detail with the maturity to handle confidential information is a must
  • Must have a proven work history reflecting support of senior management, ability to make sound decisions, ability to take action, direct action and motivate others to do the same
  • Arrange and coordinate complex domestic and international travel arrangements
  • Type, edit and proofread documents and correspondence
4

Executive Assistant, VP Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive assistant, VP. 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, VP
  • Coordinate internal office moves with facilities and other necessary parties as needed
  • Screen and direct calls appropriately
  • Handle incoming/outgoing departmental mail
  • Create and generate reports, presentations, miscellaneous correspondence and spreadsheets as required
  • Maintain both electronic and hard copy files
  • Compose and type letters, dictation, proof reading, correspondence, filing, organization
  • Arrange and book all travel for the VP of Sales
  • Submit expense reports on behalf of the VP or Sales
  • Field phone calls and emails for the VP of Sales, and thus, communicating with both internal and external parties with a high level of professionalism and diplomacy
  • Coordinate and host group meetings and meals, such as those for the Board of Directors, investors, and management team
Qualifications for executive assistant, VP
  • Create PowerPoint presentations and ability to analyze data/information
  • Maintain organizational charts for the global function teams
  • Maintain electronic records and SharePoint sites
  • Manage sensitive and proprietary information with discretion and confidentiality
  • Work on problems of diverse scope where both analysis of data and judgment is required
  • Adaptability in creating order amidst the dynamic fast paced environment
5

Executive Assistant, VP Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of executive assistant, VP. 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, VP
  • Translations (French/English) as needed
  • Management of departmental communication
  • Document maintenance and management
  • Planning and preparation of meetings and events
  • Welcome and care of visitors
  • To provide EA support to the VP
  • Manage complex diaries across different time zones, maintaining a constantly changing calendar, and scheduling and re-scheduling appointments including booking the required spaces and equipment
  • Plan extensive multi-trip travel itineraries, planning and co-ordinating business travel and accommodation – nationally and internationally - as required, obtaining relevant documentation and visas prior to travel and adhering to the expenses policy and processes
  • Manage and coordinate meetings, including associated information flow, and maintain records and files
  • Record and processing expense claims, having the confidence to question any items that exceed policy
Qualifications for executive assistant, VP
  • Ability to gain full working knowledge of the company's structure, key personnel and organizational policies and procedures, functional knowledge of a professional services environment
  • Ability to display a consistent, professional, helpful attitude regardless of the situation
  • Ability to follow corporate processes to manage travel, and other expense reports
  • Demonstrated ability to have completed multiple complex administrative projects
  • Provide quality, efficient and specialized administrative support on multiple and diverse range of assignments
  • Deliver administrative support to VP EPE and AVP EPE

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