Executive Assistant Job Description: Top Duties and Qualifications

An Executive Assistant, or Executive Administrator, is responsible for managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.

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Executive Assistant duties and responsibilities

Executive Assistants have more than administrative duties. They also filter and prioritize client visits or phone calls, and communicate on behalf of the executive they support. Other responsibilities include:

  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
  • Maintaining comprehensive and accurate records 
  • Performing minor accounting duties 
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
  • Answering phone calls in a polite and professional manner
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
  • Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters

Executive Assistant Job Description Examples:

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Executive Assistant

We are a well-established small to medium sized firm that maintains established practices across a broad range of legal expertise. We operate quickly and swiftly. Our clients expect the finest legal representation, and we work hard to exceed their expectations. We are looking for you to continue our quest toward excellence.

The position is for an experienced executive assistant. You will be responsible for organizing the day to day activities of a firm partner while assisting in operational functions of the firm. You will assist in administering firm policy and overseeing adherence to firm practices. We are looking for someone with 5-10 years of experience who will bring innovation and ideas that will enhance our firm and will swiftly adapt to a dynamic environment. We look forward to meeting you!

How you will assist the firm:

Maintaining firm cohesion on a day to day basis

Prepare correspondence

Answer and screen incoming calls and initiate contact or calls as requested

In charge of and maintain the firm comprehensive calendar updating daily or otherwise as needed

Assist the associates in their legal needs

Maintain vendor relationships

Perform human resource functions and maintain employee records and files

General office manager duties including ordering office materials and supplies

The firm offers a competitive salary commensurate with experience and industry norms.

Job Type: Full-time

Salary: $21.00 to $25.00 /hour

Additional Compensation:

  • Bonuses

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Paid time off

    This Job Is:

  • A job for which military experienced candidates are encouraged to apply

  • A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more

  • A job for which all ages, including older job seekers, are encouraged to apply

  • Open to applicants who do not have a college diploma

  • A job for which people with disabilities are encouraged to apply

    Schedule:

  • Monday to Friday

  • No weekends

  • Day shift

  • 8 hour No
  • ×

    Executive Assistant

    We are seeking an experienced executive assistant to work alongside a busy company Principal and become an important part of a fast growing team. This person will be expected to perform a variety of tasks, help keep long term projects on track, and handle more urgent requirements. An ideal candidate is responsive, thoughtful, self-directed, positive, and seeking a challenging role.

    About us:

    Fresh n' Lean is a 21st century solution to healthy eating. Our company delivers fresh, organic, nutrient dense meals anywhere in the country for around $10 per meal. We believe that great quality nutrition should be enjoyable, affordable, and easily accessible. With over 5 million healthy meals delivered to date, we provide our employees and associates the opportunity to be a part of a fast growing company in a booming industry.

    We also believe that in order to recruit great people, we should create a great workplace. Fresh n' Lean provides a fun, exciting environment that encourages creativity. We aim to be a company people really want to work in. Fresh n' Lean's fast growth means plenty of opportunities for our team members to grow inside the company as well.

    About the job:

    Responsibilities include:

  • Calendar management, accounting for day-to-day meetings, calls, and movements, both business and personal

  • Communicating with teams and assisting with project management

  • Maintaining KPI and other reports

  • Facilitating the follow through of business development deals

  • Managing and facilitating a large volume of email replies

  • Reviewing agreement and reports

    About you:

    Candidates must have 3+ years of Executive or Personal Assistant. Required Knowledge, Skills, Abilities include:

  • Self-motivated, proactive, and forward-thinking

  • Confident personality and capable of being persistent when necessary

  • Advanced knowledge of Microsoft Excel

  • Diplomatic and tactful

  • Extremely detail oriented and organized

  • Maintain a positive attitude and willingness to work with all team members.

  • Excellent written and verbal communication skills

  • Must be able to effectively communicate with all levels of internal and external contacts

  • Ability to work independently and multi-task in a fast-paced team environment

  • Discrete concerning confidential or sensitive information

    Company offers:

  • Job Type: Full-time

  • Annual shared results program

  • Medical coverage

  • Opportunity for growth and advancement

  • Free meals from our weekly selection. Wild salmon, grass fed beef/ bison, all natural chicken/ turkey, and vegan options.

    Job Type: Full-time

    Salary: $25.00 to $30.00 /hour

    Experience:

  • Executive Assistant: 3 years (Required)

    Education:

  • Associate (Required)

    Additional Compensation:

  • Bonuses

  • Store Discounts

    Benefits:

  • Health insurance

    Benefits offered:

  • Health insurance

  • Gym memberships or discounts

  • Others

    This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than spontaneous

  • People-oriented -- enjoys interacting with people and working on group projects

  • Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction

  • High stress tolerance -- thrives in a high-pressure environment

    This Job Is:

  • A “Fair Chance” job (you or the employer follow Fair Chance hiring practices when performing background Facebook Nutrition Corp, INC
  • ×

    Executive Assistant

    The Executive Admin will support the SVP of Human Resources and be responsible for a broad range of generalist HR administrative and coordinator duties. This position will require initiative, judgment, independent decision making and guest service skills. The professional in this position must project warmth and enthusiasm toward internal and external visitors. This person will be a proactive member of the team by volunteering and participating in events and committees while providing input and suggestions.

    Responsibilities

    Responsibilities include but are not limited to:

  • Answer, screen & route telephone calls and use appropriate telephone etiquette

  • Assists in responses to internal/external guests including letters, phone calls and coordination of in-person service recovery

  • Serve as an HR partner and assist in the recruitment and onboarding processes, benefits enrollment and administration, employee record keeping, training administration, etc.

  • Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently

  • Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.

  • Responsible for filing active and inactive employee documents and files

  • Respond to all employee and applicant inquiries in a courteous and professional manner within 24 hours of receiving the call

  • Become familiar with all department functions within the casino in order to communicate on them effectively and accurately

  • Develop messages and effectively use vehicles to ensure consistent, integrated and comprehensive system of communications

  • Other duties as assigned

    Qualifications

  • A bachelor's degree or equivalent combination of education and/or experience required

  • Two years of clerical/administrative experience within Human Resources preferred

  • Advanced computer skills including Microsoft Office – Word, Excel and Outlook required; PowerPoint and Visio strongly preferred; Proficiency with Hris systems and applicant tracking systems strongly preferred

  • Experience in the hospitality/entertainment industry preferred

  • Must operate well in a team environment as well as perform job duties with little supervision

  • Ability to work flexible schedules including nights, weekends, and holidays

  • Ability to maintain a flexible working attitude, while performing job duties in stressful situations or handling complex communication

  • Adhere to regulatory, departmental and company policies in an ethical manner

  • Must be able to professionally handle sensitive information and maintain complete confidentiality

  • Supports HR team with additional duties and projects as needed

  • Assists with receptionist duties and special projects as needed

  • Excellent organizational and multitasking skills

  • Excellent understanding of English, both written and verbal required. Spanish experience a plus

  • Must be a creative, high energy, hands on professional who can successfully multitask in a fast-paced environment.

    For a listing of all opportunities at Seminole Hard Rock Support Services, please go to [website]

    Job Type: Full-time

    Experience:

  • executive assistant: 3 years (Required)

  • Human Resources: 2 years (Required)

    Benefits:

  • Health Dental Vision Retirement plan

  • Paid time off

  • Tuition
  • What does an Executive Assistant do?

    Executive Assistants provide high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. Executive Assistants screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices.

    Executive Assistant skills and qualifications

    To become an effective Executive Assistant, candidates should demonstrate particular skills. Here are some common required skills:

    • Time management and ability to meet deadlines
    • Verbal and written communication skills
    • Strong organizational skills and ability to multitask  
    • Problem-solving and decision making
    • Proactivity and self-direction
    • Interpersonal skills

    Executive Assistant salary expectations

    An Executive Assistant makes an average of $55,525 per year. Salary may depend on level of experience, education and the geographical location. 

    Executive Assistant education and training requirements 

    Executive Assistants usually hold a high school degree or GED and are mostly trained on the job. There is no particular degree leading to this position, but an associate degree in administrative assisting can provide education on office matters. Some employers prefer candidates with a bachelor’s degree in a business-related field.

    Certifications or completed coursework on administrative software are recommended.

    Executive Assistant experience requirements

    Since Executive Assistants learn most of their role on the job, previous experience is preferred. Whether it is in an administrative support role, secretarial job or personal assistant, the experience is valuable. Experience with the Microsoft Office suite is also very beneficial.

    Job description samples for similar positions

    If the Executive Assistant job description doesn’t meet your needs, see job descriptions for related positions: 

    Frequently asked questions about Executive Assistants

     

    What is the difference between an Executive Assistant and an Administrative Assistant?

    Executive Assistants and Administrative Assistants both provide clerical support for office staff, but Administrative Assistants have more general duties while Executive Assistants specialize their work to assist a single company leader. Executive Assistants usually have a high level of administrative experience and may be entrusted with tasks like researching clients, preparing reports and interviewing candidates for other administrative positions. Administrative Assistants may handle team schedules for an entire office, unlike Executive Assistants who are primarily concerned with the busy schedules of company leadership. Executive Assistants may also work extended hours, accompany executives on business trips and assist with personal errands.

     

    What should you look for on an Executive Assistant's resume?

    When hiring for an Executive Assistant, look for polished resumes with perfect grammar and no errors. An Executive Assistant’s resume should indicate experience handling clerical duties in a high-pressure environment. Previous experience as a Personal Assistant or Administrative Assistant is essential for confirming that candidates are able to keep up with the organizational needs of an office. They should have experience managing multiple phone lines, keeping up with complex schedules and maintaining high-level business relationships.

     

    What are the daily duties of an Executive Assistant?

    On a typical day, the Executive Assistant is one of the first people to arrive at the office. They might arrange for breakfast and coffee delivery for their boss before they check voicemails and emails. They respond to messages and delegate communications to the appropriate department. Once the office opens to the public, they welcome guests and identify why they are visiting. Throughout the day Executive Assistants update the office schedule and call business partners to confirm appointments. Executive Assistants use word processing software, spreadsheets and databases to organize all of the information in their department.

     

    What are the characteristics of a good Executive Assistant?

    A good Executive Assistant is highly perceptive and prepared, able to anticipate the needs of their attending executive before they are asked. They have excellent professionalism and are able to politely redirect visitors who do not have an appointment with their boss, diffuse conflict and make visitors feel welcome in the office. Successful Executive Assistants are detail-oriented and make sure that executives are prepared for meetings with organized research documents and notes.

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