Executive Assistant

Executive Assistant

The Executive Assistant is responsible for providing personalized administrative support to the executive and executive team in a professional and timely manner. The incumbent must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an assistant role.

Executive Assistant Job Responsibilities:

• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters, emails and documents; collecting and analyzing information; and initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
• Prepares reports by collecting and analyzing information.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff and following up on results.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Book and execute travel and housing accommodations as needed.
• Other duties as assigned

Executive Assistant Skills and Qualifications:

• Written and verbal communication skills
• Reporting skills
• Supply management
• Scheduling
• Travel and logistics coordination
• Computer software skills including Microsoft Office
• Organization skills
• Time management skills
• Presentation skills
• Office equipment maintenance
• Travel logistics

Education and Experience Requirements:

• Bachelor’s degree preferred, but not required
• Three to five years of administrative experience
• Three to five years of executive assistant experience
• Experience managing multiple calendars
• Experience booking travel and housing