Executive Assistant Job Description
Executive assistants provide high-end support to business executives and are considered to be an essential part of an organization. They prepare reports, perform research activities, and manage travel details so that managers and executives can concentrate on their work.
Some parts of an executive assistant’s job may be secretarial, but generally, they provide a higher level of support than secretaries do.
Primarily, executive assistants organize and arrange meetings, handle information requests, prepare correspondence and liaison with internal and external agencies to create and maintain meaningful relationships.
They also manage schedules and appointments for executives and ensure that they are prepared for meetings and seminars.
Another job duty of an executive assistant is to brief executives on their daily schedules, so they are aware of arriving on time at the required place.
Executive Assistant Duties and Responsibilities
- Organize schedules for executives, directors, and CEOs.
- Manage all travel details and logistics.
- Liaise with board members to schedule meetings and preparing materials.
- Perform clerical tasks such as answering telephone calls and filing records.
- Research information and draft letters and documents.
- Greet guests and visitors and provide preliminary information.
- Collect and analyze data to create appropriate reports.
- Assist executives in preparing and delivering presentations.
- Arrange staff meetings on behalf of the executive.
- Manage the activities of staff and volunteers.
- Provide personal assistant services to executives.
- Handle photocopying and faxing activities.
- Prepare meeting and seminar agendas, and record minutes of the meeting.
- Follow up on contacts and new business ideas.
- Provide regular updates on market trends and government policies.
- Assist in developing and maintaining structures for corporate communication.
- Monitor tasks delegated by executives and ensure that all projects come to fruition.
- Ensure that the inventory of office supplies is maintained efficiently.
- Anticipate needed supplies and evaluate newly purchased office equipment.
- Verify receipts of supplies and ensure that all payments are made promptly.
- Undertake supervision and appraisal activities.
- Filter, process, and distribute incoming mail.
- Perform backup operations to secure information.
- Act as the first point of contact by representing the company in a positive manner
- Provide customers and visitors with information on the company’s services
- Assist in interviewing and training of junior staff
- Prepare event briefing materials for executives
- Coordinate attendance of participants
- Manage office budgets and prepare budget addition requests
- Process expenses and generate and manage correspondence
- Screen telephones and direct calls to appropriate staff members
- Act as liaison between departments to facilitate communication at the executive level
- Schedule and organize departmental project activities
- Provide project support by managing research activities
- Analyze important data and create reports for the benefit of executives’ review
- Maintain inventory of office supplies and equipment
- Expedite procurement of office supplies
- Prepare periodic staff movement sheets
- Create and deliver presentations to facilitate staff inductions
- Update executives on the status of important corporate clients
Executive Assistant Educational Requirements
Necessary educational requirements to work as an executive assistant are a postgraduate degree preferably in business education as they are expected to understand the demands of the job efficiently.