Executive / Team Assistant Job Description

Executive / Team Assistant Job Description

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Executive / team assistant provides subject matter expertise on MS Office 365 support, including Outlook, OneDrive and MS Teams.

Executive / Team Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Perform seamless overall administrative support
Manage and track of all executed documents maintenance of historical files and documents, and contact lists for Board members and various committees
Exhibit the ability to think independently and to address issues proactively
Screen incoming communications and calls, and routing to the appropriate colleagues for action and follow-up if necessary
Establish and foster effective working relationships with colleagues and external contacts, including significant family client relationships
Timely and thorough preparation and management of expense reports
Organize light travel arrangements
Comprehensive organization of and preparation for meetings, luncheons
Provide day to day support to MK Exec Team - production related and admin duties as required
Handling phones, arranging travel and submitting expenses

Executive / Team Assistant Qualifications

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

Licensing or Certifications for Executive / Team Assistant

List any licenses or certifications required by the position: CMFAS

Education for Executive / Team Assistant

Typically a job would require a certain level of education.

Employers hiring for the executive / team assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Communication, Business, Management, Performance, Financial Analysis, Leadership, Education, Associates, Legal, Law Enforcement

Skills for Executive / Team Assistant

Desired skills for executive / team assistant include:

Windows and Notes applications
Excel
MS Word
Especially MS Outlook
MS Office
MS Office tools
Microsoft applications
PowerPoint and Outlook
Video and audio conference calls
Windows and Microsoft Office applications

Desired experience for executive / team assistant includes:

Book travel arrangements & collect travel documentation and receipts
Co-ordinate sign off of relevant NBCU paperwork for international travel
Handling new employee on-boarding and maintaining CRM system
Proactively identifying operational risks/ control deficiencies in the business
Reviewing and complying with the firm's policies applicable to business activities
Escalating operational risk loss events and controlling deficiencies and risks that are identified to the line manager and relevant risk and control functions on a timely basis

Executive / Team Assistant Examples

1

Executive / Team Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an executive / team 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 / team assistant
  • Managing and processing expense reimbursements, American Express monthly statements
  • Assisting with PowerPoint presentations and reporting
  • Managing timesheet reporting for the team globally
  • Working closely with CCIR Ops Manager and Finance on complex monthly recharges
  • Overseeing the function of a junior assistant
  • On Site assistance with events, as required
  • Dealing with confidential reports and information
  • Sensitive and complex Client liaison, as required
  • Arranging travel and accommodation, meeting rooms, conference calls
  • Organising and coordinating events
Qualifications for executive / team assistant
  • Ad hoc business and personal administration
  • Handle phone overflow, create call sheets, screen calls and manage caller needs as appropriate
  • Secure meeting space, manage A/V and secure technical support as needed
  • Schedule and manage travel itineraries (both Domestic and International), including hotel, air and ground transportation
  • Book outside venues as needed including, restaurants, meetings space and training facilities
  • Orders and maintain office supplies
2

Executive / Team Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of executive / team 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 / team assistant
  • Ad hoc support for other team members on occasion
  • Be the key support contact for the Americas Tax and Group Treasury teams along with other key FMG staff for calendar management, invoices, travel, expenses, Handle highly sensitive and confidential information in support of various FMG initiatives
  • Coordinate meetings and calls, book conference rooms, arrange refreshments
  • Set up new starters, transfers, returnees and departures
  • Organize requisition of all FMG team equipment including laptops, Blackberry, corporate Amex, shared drive access and remote access
  • New hire assessment coordination and managing interview schedules, as needed plan and coordinate FMG team activities/events
  • Ad hoc responsibilities as needed
  • Have 5+ years of Executive Assistant / Team Administrator experience
  • Successfully managed executive calendars, travel and expense, and proficiency with office applications
  • Be able to manage multiple tasks, stakeholders and outcomes
Qualifications for executive / team assistant
  • Ability to communicate effectively at all levels across the company
  • At least two years of prior corporate administrative experience
  • Extensive knowledge of and experience in a corporate setting
  • Be a supportive and collaborative team member, providing top-tier service to the wider HR team
  • Maintain a positive attitude and exhibit proactive, organized behavior on manage tasks
  • Co-ordination of team events, including training sessions and conferences room bookings, catering, attendance registers etc
3

Executive / Team Assistant Job Description

Job Description Example
Our company is looking to fill the role of executive / team 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 / team assistant
  • Proactive diary management and arranging domestic/international travel and meetings
  • Invoice processing and expense claims management
  • Maintaining up-to-date organisational charts
  • Provision of support for running of local management meetings including data analysis and assistance with production of material
  • Assisting with actions items arising from various Operating committees
  • Support for location specific initiatives and the broader GTI team
  • Previous experience as a Team Assistant or EA within a busy team environment
  • Exposure to or familiarity with SharePoint an advantage but not essential
  • Provide administrative support to the Director including calendar management, email management, call screening, document development, travel arrangements and workflow management
  • Provide general admin support to the team such as stationery ordering, expense management, asset allocation, IT issue resolution, access card queries and ad-hoc requests
Qualifications for executive / team assistant
  • Proactive with a focus on following-up
  • Tact and good judgment in confidential situations/Handles confidential data discreetly
  • Diary Management and Meeting Coordination – day-to-day extensive diary management, invitations, meeting rooms, video conferences, conference calls, catering
  • Solution driven, particular flexibility required around working hours
  • Assess and establish priority tasks for Director and keep Director informed of relevant issues
  • Provide a positive point of contact for internal clients, external suppliers, and staff
4

Executive / Team Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an executive / team 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 / team assistant
  • Managing complex calendars, including the annual business calendar, and partnering with team leadership to stay aligned to business needs
  • Working closely with other Executive Assistants and business teams throughout the company and globe
  • High level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside the company is key
  • Maintain updated organizational charts and managing team space planning
  • Understand business priorities and identify process improvements to create efficiency and scale with little to no guidance
  • Organize team meetings with multiple agenda items and guest presenters
  • Ability to identify key milestones of projects and events, then working backwards from those deadlines to ensure deliverables are met
  • Collaborating with a global team and dealing with various stakeholders across the business, therefore it is essential to have the ability to work successfully in a team environment and build effective working relationships inside and outside the group
  • Ability to liaison on behalf of leadership and business inside and outside organization
  • Attending key meetings, tracking and helping drive completion of key deliverables and following up on outstanding items
Qualifications for executive / team assistant
  • Substantial administrative and or secretarial experience at senior executive level
  • Experience in organising and co-ordinating events
  • You will have an excellent communication style and be able to form good relationships with people across different locations and organisations
  • 5+ years experience providing executive or administrative support
  • Event planning experience for small and large-scale events (both social and functional)
  • Effective time-management skills with superior attention to detail and great organizational skills
5

Executive / Team Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of executive / team 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 / team assistant
  • Manage cross-functional executive & Senior Management Meetings
  • Transcribe & distribute & manage files & records
  • Manage projects & conduct research
  • Maintain & manage calendar and act as a point of contact between the executive team and internal and/or external clients
  • Tracking & Reporting of budgets and process expense reports
  • Plan & book travel arrangements
  • When necessary, provide support for functional managers and cross-functional corporate initiatives
  • Manage all EMEA Regional events from start to finish
  • Budget and contract negotiations with vendors
  • Registration tracking, agenda design, meeting logistics and execution
Qualifications for executive / team assistant
  • Strong attention to detail and flawless execution
  • Ability to manage complex schedules and frequent meeting coordination involving multiple time zones
  • Excellent written and verbal communication skills working with senior leadership and diverse cultures
  • Maintains high level of integrity and discretion in handling confidential information and dealing with professionals both inside and outside of the company
  • Exhibits grace under pressure and maintains a positive attitude / good sense of humor even in the most ambiguous of situations
  • Desire and aptitude to continually learn and improve

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