Administrative Assistant to Executives Job Description Example
The administrative assistant to executives in an organization is responsible for performing high volume confidential projects with much confidence and sense of urgency.
The job description of this individual entails making sure all operations within the organization function easily by encouraging senior executives to be creative and to develop operational procedures and processes as needed.
The role of administrative assistants also includes offering direct assistance in accomplishing company-wide activities, such as yearly meetings, orientation for new staff, the hiring of new employees, reviewing of contracts, and other executive operations.
The assistant’s goal is to ensure company executives are productive in their work by providing them with diverse administrative services, while maintaining top confidentiality.
The administrative assistant possesses good knowledge of the schedules of each executive, as well as the organization’s policies, procedures and practices, which he/she uses to provide excellent service to the management team.
They also offer unique customer service to consultants, internal staff, and prospective customers, and ensure effective communication with every individual, while maintaining the necessary discretion to safeguarding executive confidence.
The individual holding this office should be able to anticipate, evaluate, analyze, and resolve issues with customers, staff, and other stakeholders as they arise.
He/she must therefore be proactive and be able to take the right action in resolving routine and non-routine problems.
The assistant also provides daily support for the company’s hiring efforts by maintaining consistent follow-up with recruiting managers and prospective applicants during the recruitment process.
He/she will also assist executives in carrying out orientation and other programs for newly recruited staff.
Sample Job Description for the Administrative Assistant to Executives Position
The administrative assistant working with a company’s executives perform various tasks, duties, and responsibilities with the goal of making the executives more productive in their assignments.
The roles administrative assistants play in different organizations may differ; however, certain functions are common to them all irrespective of where they work.
Below is a sample job description that captures the major duties, tasks, and responsibilities of administrative assistants who work with top executives of companies in the U.S. and Canada
- Handle the queries that get to the desks of the executives; find solutions to the issues raised and prevent escalations
- Connect with members of staff, client executives, and vendors, as well as with personal partners
- Handle all schedules for the executive; keep the management aware of commitments; and classify all appointments
- Discuss the administrative agenda and the list of activities with the executive
- Work on diverse reports, presentations, and correspondences for the executive
- Handle individual inquires relating to the executive’s family.
Resume for the Administrative Assistant to Executives Position
To write a resume for this position, the job description example above contains the necessary information that can be used.
The professional experience section of the resume can be prepared with the list of duties and responsibilities of an administrative assistant shown above.
However, you will need to adjust the functions of the position to meet your actual experience.
Requirements – Knowledge, Skills and Abilities – for the Position of Administrative Assistant to Executives
Individuals aspiring to this position are usually required to possess the following skills, knowledge, and abilities to be able to function effectively:
- Unique writing, listening, and communication skills, with the ability to give great presentations and to develop relationships
- Advanced knowledge of PowerPoint, Excel, Word and Outlook packages
- Ability to prioritize job and complete multiple tasks speedily in a dynamic work environment
- Must be ready to acquire more knowledge and accept new technologies
- Must be at ease in the presence of senior executives and be able to follow instructions
- Must be flexible and be able to effect a change of plan without prior notice
- Outstanding commitment to resolving client issues and to developing a deep understanding of their business culture, especially for international customers
- Highly intelligent, resourceful, and self confident with the ability to make right decisions under pressure
- Must be acquainted with projects from conception to completion, and must also be focused on the job to achieve the desired outcomes
- Ability to keep classified information out of reach of unauthorized persons.
Job Assessment Tests: How to Top Your Competition
As part of the hiring process, most applicants that passed the initial Resume/CV screening phase are required to pass an assessment test for the job or apprenticeship position they are applying for.
The goal of this phase is to determine if the candidate has the appropriate set of skills and qualities to excel on the job.
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