Executive Assistant Job Description Example, Duties, Tasks, and Responsibilities
What Does an Executive Assistant Do?
Executive assistants are office professionals who provide managers and executives with clerical and administrative support.
Their job description entails managing the day-to-day operations in an office setting.
Executive assistants are usually found in academic and business environment where they anticipate and respond to the clerical needs of executives.
They perform a range of duties which generally involve planning, coordinating, and managing schedules, meetings or other corporate activity.
In performing their duties, assistants to executives act as clients’ first point of contact, thus they maintain high level of professionalism when interacting with customers to project positive company image.
They play a vital role in providing customers with necessary information on company products/services.
They do this politely and within the boundaries of acceptable customer service.
These assistants are responsible for preparing presentations and briefing materials for executives.
They also coordinate and provide administrators with travel and logistics details.
Usually, executive assistants manage available office budget in order to meet set objectives/targets.
They handle outbound/inbound calls as well as direct calls to appropriate staff member.
Their work description also includes receiving, sorting, and distributing mails to appropriate recipients.
As part of their responsibilities, assistants to executives liaise between various departments in an organization to facilitate communication with top-level management.
They ensure proper recording of important data on electronic filing system.
They also maintain an organized archive such that allows for easy retrieval of necessary documents.
Executive assistants are also responsible for maintaining accurate inventory of office equipment and tools.
They often compile and analyze data in order to prepare reports useful in addressing general business concerns.
To work as an assistant to an executive requires at least a high school diploma although some employers prefer college graduates.
Some of the major qualities one needs to succeed in this career include communication, organizational, and computer skills.
Executive Assistant Job Description Example
The job of an executive assistant entails various administrative and clerical functions.
Shown below is a typical job description, highlighting the major duties, tasks, and responsibilities commonly performed by people who work as assistants to executives in most firms:
- Collect, analyze and draft documents/information in order to conserve executive’s time
- Schedule and plan meetings to manage executive’s appointment calendar/schedule
- Attend meetings in the absence of an executive to act as executive representative and speak on his/her behalf
- Receive customers and interact with them to identify and process their inquiries or requisitions
- Prepare presentations for executives by formatting, inputting, editing and transmitting text and image
- Collect and analyze data in order to prepare reports useful in taking key business decisions
- Utilize electronic and paper filing systems to maintain proper records of important information/document
- Monitor stock levels by checking inventory to identify out-of-stock items and place order for supplies
- Inspect office equipment to initiate repairs or call for replacement as required
- Format, edit, and distribute minutes of meetings
- Screen, monitor, and distribute incoming calls to appropriate personnel
- Ensure work area is neatly and properly arranged in a manner that supports smooth office operations
- Prepare and deliver presentations required for staff induction and orientation
- Organize and schedule departmental project activities
- Notify executives and staff of deadlines to ensure timely completion of set objectives.
Requirements – Skills, Abilities, and Knowledge – for Executive Assistant Job
If you are interested in working as an executive assistant, here are major requirements you will be expected to meet by the majority of firms hiring for the position:
- Education and Training: The executive assistant job requires minimum of a high school diploma. Some employers on the other hand prefer college graduates; therefore, having a management or business degree provides a competitive edge. Experience in a clerical or administrative field is a plus for the position
- Communication Skills: Executive assistants are well versed in interacting with top level administrators and general company personnel to ensure smooth office operations
- Organizational Skills: They are adept at coordinating and managing executive schedules and paperwork
- Computer Skills: They are skilled in utilizing computer systems to manage and maintain important office information.
The sample executive assistant job description provided in this post can serve as a template to employers needing to hire for the position in designing a good work description for use in their recruitment process.
Such job description created from the given template will increase your chances of attracting the best candidates who can perform the duties and responsibilities of an executive assistant excellently well.
Job seekers who are interested in working as an assistant to executives will also find this post valuable in learning more about the functions of the position, and what tasks to expect to be assigned if hired.
Did this post help improve your understanding and knowledge of what executive assistants do? Please leave a comment of what you think about this article in the box below. You may also share the activities you usually carry out in your job if you are an assistant to an executive.