Executive Assistant Sample Job Description

Provides high-quality administrative and clerical assistance to top-level executives. The Executive Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars.

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Responsible for the coordination of administrative activities to ensure timely flow of information to and from the executive office. Handles details of a highly confidential and critical nature; independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications and inquiries from external and internal sources; and must function efficiently and effectively in a fast-paced professional environment. In addition s/he is responsible for coordinating and preparing Committee presentations and packets, and is able to work well with all levels of internal management and staff, as well as external constituents and Board members.

Job Results, Essential Functions & Measures of Success

Efficient, Effective Executive

Essential Functions
  1. Receives, screens, redirects or responds to all manner of inquiries to the CEO including telephone calls and e-mail messages, and elicits necessary information to determine those requiring priority attention to allow for timely and accurate response/follow-up.
  2. Acts as the CEO’s representative and ambassador to external constituents by receiving and screening office visitors; providing information and answers to questions where judgment or knowledge is necessary -- exercises discretion in public contacts.
  3. Communicates with media representatives, governmental agencies, community groups and others to exchange information, schedule meetings and coordinate activities.
  4. Receives incoming mail and evaluates mail to identify those items requiring priority attention of the CEO.
  5. Determines the optimum manner with which to organize the office and related administrative systems, processes and records.
Measures of Success Supervisor's observation of assistant's:
  • Ability to anticipate the CEO's needs and proactively bring together appropriate people and resources to support the executive in addressing issues
  • Ability to build appropriate rapport and demonstrate a high degree of courtesy, efficiency, and professionalism when interacting with individuals inside and outside of the organization
  • Ability to resolve problems that require in-depth knowledge of company policies and procedures, and initiatives in progress
  • Efficiency in organization of office, processes, and records
  • Follow-up on communication/projects to ensure they are completed in accordance with deadline and instructions
  • Ability to sort and handle mail so that s/he does not receive mail that could have been handled by someone else

Schedule & Meetings Managed

Essential Functions
  1. Manages CEO calendar including coordinating meeting schedules, conference calls, and prioritizing business appointments. Includes having knowledge of executives’ activities and advising appropriate parties using discretion relating to sensitive, confidential or personal information.
  2. Manages travel arrangements.
  3. When the CEO chairs meetings: prepares agenda in advance; assists with and provides research/background information, content development, and creation of presentations and coordinates meetings.
  4. Provides support to committees by drafting e-mails and correspondence, scheduling meetings, sending invitations to events, taking meeting minutes and publishing/distributing results.
Measures of Success Supervisor's observation:
  • Calendar is always up-to-date
  • Travel arrangements match what was requested
  • Meeting materials are prepared and available on-time and without mistakes
  • Meetings are set up in a timely manner, considering the availability and necessity of participants
  • Meetings run smoothly without the participants having the leave the meeting to get materials or solve set-up problems

Reports, Memos, Letters & Presentation Materials

Essential Functions
  1. Independently responds to and prepares letters and general correspondence of a routine nature; proofreads and edits materials to assure completeness, accuracy and compliance with Agency standards.
  2. Prepares reports by researching, assembling and summarizing information and data.
  3. Prepares presentations by ensuring consistent appearance. Reviews and cleans up formatting on scripts as requested.
  4. Generates and processes documentation and other information as needed; including but not limited to high level presentations for the organization and board meetings.
Measures of Success Supervisor's observation:
  • Correspondence drafted can be sent as is or with only minor changes
  • Meeting materials are prepared and available on-time and without mistakes
  • Presentations and scripts are submitted by due date and do not require any revisions because of appearance/formatting

Position Qualifications

Minimum Education & Experience
Secretarial Science degree plus ten (10) years’ experience in an administrative position with four (4) years supporting a high-level executive and experience working with a Board of Directors, or the equivalent combination of experience and training.

Other Skills/Knowledge/Experience

  • The ability to type 40+ wpm.
  • Demonstrated working knowledge of practices related to general office administration and secretarial functions such as record maintenance, travel, reporting, communication, business etiquette, typing, mail services, office equipment requirements and maintenance, and office supplies.
  • Ability to handle confidential information in a professional and discreet manner.
  • Proven ability to organize and maintain administrative processes is essential to this position.
  • Ability to organize own work, coordinate projects, set priorities, meet deadlines and follow-up on assignments with a minimum level of direction.
  • The ability to communicate effectively both verbally and in writing. Must have excellent writing skills to assist with high level communication/documentation.
  • Must possess exceptional customer service skills.

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