Executive Assistant Job Description

An effective job description is essential when finding suitable job candidates. No need to start from scratch. By using this sample job description template, you will have a head start.

How to write an Executive Assistant job description?

The Executive Assistant provides high-level administrative support to the executive team to ensure the efficient operations of the business. They coordinate and manage a wide range of company-related tasks including preparing various reports, answering and directing phone calls, scheduling meetings, disseminating information and correspondence, and organizing travel arrangements. These assistants are proactive, adept at problem-solving and time management, and have strong communication skills. This sample Job description explainer offers guidance on key sections that are important to include for clarity, as well as suggestions for promoting the position. It provides a list of duties, responsibilities, tasks, requirements, demands for setting job expectations and the employee's ability to perform the work as described. However, it’s often not construed as an exhaustive list of all functions, responsibilities, skills and abilities. The following is included in job descriptions:

• Job title: highlight the accurate job title;
• Brief description: provide a brief summary or introduction that provides an overview of the job;
• Responsibilities: specify the relevant job duties and responsibilities that are necessary for this position;
• Company mission or company introduction;
  
• Requirements: demands that are important to do the job successfully;
• Qualifications; List essential qualifications;
• Compensation; Total funds and benefits that are provided to the employee in exchange for the work.

Further:

• Be clear and concise;
• Have someone proofread it;
• Make sure that HR and the hiring manager will sign off before publishing it;
• Define what success looks like in the position after 30 days, the first quarter, and the first year;
• Provide direct contact details of the manager or HR department who will follow up on the candidates;
• Publish it via several social media platforms, or offline media, so you are sure that in-house employees also can get easy access to it.

What skills and qualifications should an Executive Assistant have?

Responsibilities:

• Preparing financial statements, reports, memos, invoices letters, and other documents.
  
• Answering phones and routing calls to the correct person or taking messages.
  
• Handling basic bookkeeping tasks.
  
• Filing and retrieving corporate records, documents, and reports.
  
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Making travel arrangements for executives.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.
  

Qualifications:

• Proven experience as an executive assistant or other relevant administrative support experience.
  
• In-depth understanding of entire MS Office suite.
  
• High school diploma.
  
• Ability to organize a daily workload by priorities.
  
• Must be able to meet deadlines in a fast-paced quickly changing environment.
  
• A proactive approach to problem-solving with strong decision-making skills.
  
• Professional level verbal and written communications skills.
  

By using this Executive Assistant job description sample, modifying it to your needs, and then posting it, you will soon start receiving Resumes and Cover letter from suitable candidates.

Get this printable file now and personalize it according to your needs. Just download this ready-made E/A job description template in Google Docs, MS Word or Apple Pages format and you are ready to go!