Executive Administrative Assistant job description
An Executive Administrative Assistant is a skilled professional who provides administrative support to executives and senior management. They handle various tasks, such as managing schedules, handling correspondence, organizing meetings, and maintaining records, ensuring smooth operations and effective communication within the organization.
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Executive Administrative Assistant responsibilities include:
- Acting as the administrative point of contact between the executives and internal/external clients
- Undertaking the tasks of receiving calls, take messages and routing correspondence
- Handling executives' requests and queries appropriately
Job brief
We are seeking a skilled Executive Administrative Assistant to deliver efficient secretarial and administrative support in a well-organized and timely manner.
This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.
Your responsibilities will range from managing schedules and correspondence to organizing meetings and maintaining confidentiality.
We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.
Join our team and contribute to the success of our executives and the overall efficiency of our organization.
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 and skills
- 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
Frequently asked questions
What does an Executive Administrative Assistant do?
The Executive Administrative Assistant spends their workdays answering phones and taking messages, welcoming all visitors to the office, while scheduling time for appearances outside of corporate walls and other events that require attention. They manage mail, fax communications, and organize documents appropriately so they can be located quickly when needed. They perform basic bookkeeping/clerical duties, such as making sure financial records are up-to-date.
What are the duties and responsibilities of an Executive Administrative Assistant?
The Executive Administrative Assistant is responsible for maintaining an executive's schedule, calendars, and documents. They help prepare expense reports and create memos or invoices to be sent out as needed by the company executives they serve.
What makes a good Executive Administrative Assistant?
A successful Executive Administrative Assistant has the ability to think on their feet and make decisions quickly and efficiently with little supervision. They're resourceful people who love taking the initiative.
Who does an Executive Administrative Assistant work with?
An Executive Administrative Assistant is the support system for the executives in the workplace. They relay information to the employees, and oftentimes, they work with the Executive Secretary to maintain the executive's agenda.
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