Executive administrative assistants are responsible for communicating with executive management and departmental staff to schedule meetings, appointments and other calendar events. They undertake many secretarial duties including answering phone calls, overseeing schedules and acting as a liaison between executives and their contacts. Other tasks may include preparing reports, editing documents and conducting assigned research.
The executive administrative assistant job description you post should indicate your need for someone who has superior interpersonal skills. In this role, candidates must be able to accurately assess their audience to communicate effectively with staff, management, colleagues and customers as needed.
Other valuable skills include organization, writing and editing abilities and a commitment to professionalism and integrity. Reference the executive administrative assistant job description below to better understand the type of content to include in your write-up.
Executive Administrative Assistant Job Summary
As a valued executive administrative assistant, you will be entrusted with facilitating communication between executive management and important contacts. This position enables you to develop a respected skillset including interpersonal communication, attention to detail, leadership and commendable professionalism. The opportunity to work with our company’s most experienced leaders allows you to function in a role where you can actively contribute to furthering our company’s mission to provide our clients with the most dependable consultation services. As part of a team of talented leaders, you will have the chance to participate in research and compile reports to be shown in important settings like shareholder meetings. This role is perfect for someone who enjoys helping others, managing schedules and contributing to team initiatives and goals.
- Coordinate logistics for important meetings and events, including finding a location, arranging catering services and organizing any needed electrical equipment
- Notify executives of meetings, speaking engagements and upcoming events, and coordinate schedules to ensure attendees are able to arrive on time
- Prepare reports, meeting notes and agendas for use during appointments, presentations and shareholder assemblies
- Facilitate communication between departmental management and executive leaders, as well as customers, in situations where issues may have escalated
- Maintain an office space that is clean, organized and professional to reflect the company’s mission and values
- Preserve superior levels of integrity, security and confidentiality when dealing with sensitive information related to the company’s assets and upcoming opportunities
- Manage general secretarial responsibilities including taking phone calls and using office equipment such as a printer, computer, fax machine and copier
- Participate in assigned research, compile information in an organized manner and edit content for executives to use and reference during specific speaking engagements
Job Skills & Qualifications
- Bachelor’s degree in business or related field
- Experience using meeting management software
- Adherence to superior standards of professionalism and confidentiality
- Five years of experience working in administration
- Familiarity with accounting software including Intuit QuickBooks and Sage 50 Accounting
Executive Administrative Assistant Job Responsibilities
To attract the best candidates, you must have a well-written, descriptive job responsibilities section of your job description. To make this happen, it is key that you follow the best practices for writing an executive administrative assistant job description. First, utilize bullet points to make it easier for jobseekers to read each individual duty, especially since most candidates spend about a minute determining whether to apply to a position. The more detailed a description, the better candidates can imagine themselves in the position. Starting with an action verb is one way to attract jobseekers’ attention.
The job responsibilities section of the executive administrative assistant job description contains the most information. It details the nature of the position, including the nuances of how the position fits in your company. Jobseekers read this to ensure they have the skills and qualifications to apply and to determine whether they actually want the job. This ensures you have a pool of highly qualified candidates from which to choose.
Here are some examples of executive administrative assistant job responsibilities:
- Manage calendar for executive staff members, including arranging meetings with clients
- Communicate with employees, clients and vendors via telephone and email
- Ensure adequate office supplies and reorder as needed while remaining under budget
- Compile reports, assist in developing presentations, write letters and file paperwork upon request
Executive Administrative Assistant Job Specifications
How do you avoid wasting time reviewing unqualified applicants? You detail the requirements for the position in your executive administrative assistant job description. Although this section might appear short, it is one of the most important sections in the entire document. It provides the criteria against which candidates compare themselves to determine whether to apply.
To create this section, spend time discussing the executive administrative assistant job specifications with your hiring manager, current employee, executives, management staff and other applicable persons. Discover the education, training, technical skills and other attributes that the position requires.
Once you have your list of skills and qualifications to include in your list, it is time to arrange them in your document. Divide them into two groups: required and preferred. Use bullet points to make it easy for jobseekers to read. Do not forget to incorporate soft skills, such as communication or critical thinking, alongside the technical skills when you craft your executive administrative assistant job description.
Below are examples to assist you in determining what to include in your own job description:
- 3-5 years’ applicable experience
- Bachelor’s degree in English, communications, business or related area
- Strong verbal and written communication skills
- Proficient in Microsoft Office and PLM systems