Senior Executive Assistant Job Description Template

Use this Senior Executive 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.
Senior Executive Assistant Job Description Template

Job Brief

We are looking for a responsible Senior Executive Assistant to support our senior managers in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

The Senior Executive Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies.

Ultimately, you should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

Responsibilities

  • Coordinate daily calendars of senior managers
  • Plan appointments and events
  • Act as the point of contact between executives and employees/clients
  • Create regular reports and update internal databases
  • Make travel arrangements
  • Manage phone calls and emails
  • Respond promptly to managers’ queries
  • Facilitate internal communication (e.g. distribute information and schedule presentations)
  • Suggest more efficient ways to run the office and troubleshoot malfunctions
  • Review and recommend changes to our company policies

Requirements

  • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
  • Knowledge of office procedures
  • Solid experience with office management systems, ERPs and MS Office
  • Familiarity with online calendars and cloud systems
  • Experience using office equipment, including printers and fax machines
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • High school degree; additional qualifications as Personal Assistant or Secretary are a plus

What does Senior Executive Assistant do?

A Senior Executive Assistant's daily responsibilities may vary depending on the specific needs and demands of their executive or organization, but some common activities include:

  1. Supporting the executive: Assisting with daily tasks, managing their calendar, prioritizing emails and correspondence, and providing proactive support to ensure smooth operations.

  2. Scheduling and organizing meetings: Coordinating and scheduling internal and external meetings, managing conference rooms and resources, and preparing meeting agendas and materials.

  3. Managing communications: Screening calls, taking messages, responding to emails on behalf of the executive, and handling correspondence.

  4. Travel and itinerary management: Making travel arrangements, including booking flights, accommodations, and ground transportation, and preparing detailed itineraries.

  5. Organizing and maintaining records: Managing file systems, documentation, and records, including confidential information, in both electronic and hard-copy formats.

  6. Conducting research and preparing reports: Assisting with research tasks, compiling data, and preparing reports or presentations for executive-level meetings.

  7. Handling administrative tasks: Assisting with budget management, expense tracking, and processing, coordinating office supplies, managing invoices, and performing other administrative duties as required.

  8. Liaising with stakeholders: Communicating and coordinating with internal and external stakeholders, including clients, vendors, and staff, on behalf of the executive.

  9. Acting as a gatekeeper: Prioritizing requests and managing access to the executive's time, interactions, and information.

  10. Providing project support: Assisting with special projects or initiatives, coordinating teams, tracking progress, and ensuring deadlines are met.

Additionally, Senior Executive Assistants may also be involved in managing and supervising other administrative staff, as well as participating in meetings or representing the executive in their absence. The specific tasks and responsibilities may vary depending on the organization, industry, and scope of the executive's role.