Executive Management Assistant Job Description

Executive Management Assistant Job Description

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Executive management assistant provides administrative support to specific projects as needed requiring MS Excel, Word and PowerPoint.

Executive Management Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Create PowerPoint presentations and Excel spreadsheets
Work with ED and Assistant Manager to prepare large and small scale presentations for SVP, including PowerPoint presentations and talking points
Provide all other administrative support which involves prioritizing to meet strict deadlines
Provide administrative support including ordering supplies, manage invoices, organizing and maintaining all files, and data management
Faxing and checking the fax machines periodically to facilitate prompt delivery of incoming faxes
Schedule and coordinate meetings, conferences, seminars and courses, as needed
Assist SVP around all activities and quarterly meetings for Corporate Contributions Committee
Handle routine correspondence and phone inquiries
Manage and prioritize SVP calendar
Collaborate with SVP on expenses, retain receipts, and incorporate into reports, work in conjunction with the finance department for approval, maintain expense report files

Executive Management Assistant Qualifications

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

Licensing or Certifications for Executive Management Assistant

List any licenses or certifications required by the position: LEDS, ID

Education for Executive Management Assistant

Typically a job would require a certain level of education.

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

Skills for Executive Management Assistant

Desired skills for executive management assistant include:

Esp
MS Office
Administrative support
MS Office and SAP
Microsoft office
SAP and Success Factors
Excel
General office procedures
MS Word
Word

Desired experience for executive management assistant includes:

Risk Operating Committee
Firmwide Risk Committee
Directors of Risk Policy Committee (DRPC)
Coordination support / liaison with other personal assistants to set up meetings and end out calendar invitations
Ordering supplies, stationary etc
Maintenance of organization charts / resource plans

Executive Management Assistant Examples

1

Executive Management Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an executive management 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 management assistant
  • Design, manage, and update external and internal presentations using Powerpoint and/or Word
  • Support SVP and ED in their work with the Brands around cause marketing initiatives, disaster relief, and other special projects
  • Serve as liaison with other ELC internal departments including HR, Finance, Legal, Corporate Communications and others as required
  • Monthly report collection/distribution
  • Work with Operations to ensure that all conference rooms are prepared for meetings/showcases/presentations
  • Answer phones, greet clients
  • Schedule meetings and book client center rooms
  • Book all travel
  • Open, review and distribute incoming mail
  • Maintain compliance files and assist Supervisory Manager with annual audit
Qualifications for executive management assistant
  • Assist in organizing town halls, off sites and other events as needed
  • Setting up Email Accounts and Shared Mailboxes
  • Maintain department equipment (fax machine, copiers, printer, etc)
  • Coordinate group schedules, vacations, meetings, etc
  • Three years of prior professional experience in a non-profit or corporate setting
  • Nonprofit or Foundation experience preferred
2

Executive Management Assistant Job Description

Job Description Example
Our company is growing rapidly and is hiring for an executive management 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 management assistant
  • Arranging business travel and accommodation
  • Diary management including meeting bookings and providing/following up on all requited paperwork prior to meetings
  • Manage and process expense reimbursements
  • Event management Coordination – offsite & onsite meetings
  • Provide daily administrative and secretarial support to the team
  • Responsible, energetic, independent and well organized
  • Positive work attitude and enjoy being part of a team
  • Proactively manage scheduling and calendar, emails, travel arrangements (international & domestic), and expenses
  • Coordinate and assist with the execution of team meetings and events, preparing meeting materials, ordering group lunches, confirming attendees
  • Develop relationships with internal administrative staff to facilitate effective meeting planning and scheduling
Qualifications for executive management assistant
  • Professional, refined profile with expertise in administrative or related functions (min 5 yrs)
  • Reporting support (distribution list management, distribution process, confirmation of attendance, content verification, content approval management)
  • 1-2 years of experience in financial services (or law office assistance Preferred)
  • Act as a “gatekeeper” for diary and pro-actively ensure diaries do not have clashes
  • KYC experience required
  • A highly motivated individual with the ability to be proactive
3

Executive Management Assistant Job Description

Job Description Example
Our company is hiring for an executive management assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive management assistant
  • Screen incoming communications and visitors to the department and handle any matters not requiring a decision or action of the SVP, TM & OD
  • Extensive booking of business travel – domestic and international
  • Administrating invoices, expenses (AMEX) and staff reimbursements
  • Managing diaries and meeting room bookings for the team
  • Daily support to the Head of Australian Distribution
  • Ordering technology, software etc via P2P system, RequestCenter and Security Online
  • Maintaining a register of staff birthdays, work anniversaries etc
  • Assist with the management of Proxy Voting for ASX listed companies
  • Work closely with an EA in Institutional Distribution & Marketing to best coordinate the requirements of the broader team
  • Organising a range of external meetings – particularly with clients, prospects, other key contacts, and during Professional Series manager roadshows
Qualifications for executive management assistant
  • Strong judgment and ability to liaise with multiple departments and staff at all levels of seniority
  • Flexibility to work outside of regular office hours when required
  • Prefer experience working in financial services industry
  • Excellent analytical skills and research abilities
  • Expert business telephone protocol
  • 3-5 years of experience as an Administrative Assistant supporting a senior organizational leader
4

Executive Management Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive management 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 management assistant
  • Manage administration of Business Management and Technology Leadership SharePoint sites, Yammer groups and events such as global departmental Town Halls
  • Calendar Management - Manage and monitor multiple executive’s calendars using Outlook
  • Key involvement in the travel arrangements for our Professional Series managers
  • Responsible for new starters/transfers/departures process
  • Coordinate office relocations and main floor plans
  • Assist in, and sometimes coordinate, team functions and assist with wider group functions for MIM
  • Organise and participate in MIM Charity events
  • Extensive and complex international travel and entertainment arrangements
  • Travel monitoring for weather, delays, and last minute schedule changes
  • Arranging visa applications and managing team's relevant travel documents
Qualifications for executive management assistant
  • Ability to be flexible and accommodating with last minute schedule changes
  • Excellent verbal and written communication skills (writing samples will be requested)
  • Great initiative with the ability to be collaborative and a team player
  • Ability to anticipate needs without instruction
  • Phone coverage and screening
  • Booking travel and setting up meeting schedules
5

Executive Management Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of executive management 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 management assistant
  • At least three years experience in a similar role, providing business and administrative support to a sales team
  • Balancing different time zones for relevant travel activities
  • Extensive diary management for both internal and external meetings
  • Prepping team members and relevant documents and presentations for meetings
  • Meet and greet clients ahead of meetings / presentations
  • Organize and prepare Action Points for weekly team meetings
  • Relaying messages to travelling team members
  • Developing rapport with clients, investors and third party partners
  • File maintenance, organization and management
  • Managing existing and new deal and market participant files
Qualifications for executive management assistant
  • Booking restaurants for client lunches/functions
  • Putting together internal and also external client presentations in PowerPoint
  • Looking after meeting schedules for Senior individuals that visit the Sydney office
  • Similar experience in previous roles
  • At least 5 years of administrative experience at the C-Suite level or equivalent experience
  • Commitment to accuracy, attention to detail and follow-through

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