Executive Assistant job description

To support the Executive Director by; Managing correspondence; Acting as "gatekeeper,"; Determining the importance/priority of scheduled events/meetings for allocation of the executive's time; Managing projects as required; Act as proxy for in meetings or communications; planning travel, expediting routine emails.

* Process replies on own initiative or from bosses’ dictation or notes

* Research, draft or abstract reports

Phone
 
* Handle all inquiries within my capacity

* Arrange "callbacks" to protect boss’s time

* Provide back-up materials for callbacks

* Route calls elsewhere as needed

* Do phone surveys/inquiries as needed

Appointments/Meetings

* Maintain calendar; ascertain which events require boss’s presence

Fix commitments to maximize boss’s time efficiency; Allow decision/desk time

* When boss chairs meetings:
-Prepare agenda in advance
-Arrange meeting facilities
-Act as recording secretary; prepare action minutes

Confidentiality

* Perform to earn boss’s full confidence
* Assure discreet handling of all business

Visitors

* Screen to control interruptions
* Provide back-up data as needed
* Arrange amenities as needed
* As arranged, "rescue" boss from laggards
* Schedule visits away from boss’s area to protect priority/private tasks

Travel

* Arrange travel through internal or outside agents
* Arrange travel cash in advance
* Prepare itinerary, trip file and supplies
* Prepare expense report tools for boss
* Complete expense reports after trip

Data Management
* Improve/tighten storage/retrieval systems
* Update and manage index
Routines

* Update secretarial/clerical desk manual
* Set up "tickler" system
* Set up "exception reporting" system to handle routines without supervision
* Routinely re-order department supplies
* Update mail/phone directories
* Make these available to trainees<

Projects
* Handle administrative detail, all projects
* Seek greater role in projects within administrative and other areas of competence
* Seek training on projects outside my range

Executive Assistant job description [cont]

Supervision

* As required, recruit, hire, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff

1. Knowledge and experience of office routines and systems.

2. Experience of telephone switchboards.

3. Developed inter-personal skills, i.e. the ability to deal diplomatically with a wide range of people.

4. Ability to work effectively as part of a small team.

5. Ability to work effectively under pressure.

6. Methodical approach to compiling reports.

7. Keyboard skills. Knowledge of Word and Excel an advantage.

Executive Assistant job description

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