Executive Administrative Assistant Job Description Template
Use this Executive Administrative Assistant job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.
Responsibilities
- Act as the point of contact between the executives and internal/external clients
- Undertake the tasks of receiving calls, take messages and routing correspondence
- Handle requests and queries appropriately
- Maintain diary, arrange meetings and appointments and provide reminders
- Make travel arrangements
- Take dictation and minutes and accurately enter data
- Monitor office supplies and research advantageous deals or suppliers
- Produce reports, presentations and briefs
- Develop and carry out an efficient documentation and filing system
Requirements
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
- Full comprehension of office management systems and procedures
- Excellent knowledge of MS Office
- Proficiency in English
- Exemplary planning and time management skills
- Up-to-date with advancements in office gadgets and applications
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion and confidentiality
- High School degree; additional qualification as personal assistant would be considered an advantage
What does Executive Administrative Assistant do?
As an Executive Administrative Assistant, your day-to-day responsibilities may include:
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Managing the executive's schedule: This involves organizing meetings, appointments, and travel arrangements. You will need to prioritize tasks, set reminders, and ensure the executive's schedule is well-planned and efficient.
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Handling communications: You will be responsible for filtering incoming calls and emails, responding to or redirecting them as necessary. Additionally, you may be asked to draft and proofread correspondences on behalf of the executive.
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Coordinating meetings and events: This includes scheduling, preparing agendas, booking venues, arranging for necessary equipment, and ensuring all logistics are in place. During meetings, you may be required to take minutes, provide support materials, or follow up on action items.
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Maintaining records and files: You will be expected to keep track of important documents, contracts, and reports, ensuring they are properly filed and easily accessible. This may involve physical or digital filing systems.
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Conducting research and preparing reports: You may assist the executive in gathering information, analyzing data, and creating reports or presentations. This could include market research, competitor analysis, financial reports, or any other tasks that require data aggregation and analysis.
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Managing projects: Depending on the organization, you may be assigned various projects to oversee, including coordinating with different stakeholders, monitoring progress, and ensuring deadlines are met.
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Liaising with internal and external stakeholders: You will act as a point of contact for other departments, clients, vendors, and external partners. This entails coordinating and maintaining good relationships, resolving issues, and conveying messages on behalf of the executive.
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Providing administrative support: This includes handling expense reports, maintaining office supplies, coordinating IT support, and any other tasks that assist the smooth functioning of the executive's office.
It is important to note that the specific tasks and responsibilities may vary depending on the organization and the executive you are assisting.