Personal assistants carry out support tasks for individuals and managers including administration, diary management and event planning.
Executive Assistant Job Description Template
Our company is looking for a Executive Assistant to join our team.
Responsibilities:
- Coordinate the schedules of each executive you support and schedule team events, relevant meetings and travel arrangements;
- Creating and managing reports/spreadsheets;
- Perform office duties such as ordering supplies, managing Company records and general office clean up as necessary;
- Manage calendars to schedule meetings, conference calls and other appointments as necessary;
- Organize all aspects for offsite conferences and external events; including catering and transportation;
- Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings;
- Utilizing expert level written and verbal communication skills;
- Serve as customer concierge to greet office guests and ensure meeting spaces are meeting ready via light cleaning and organization, as needed;
- Arranges corporate travel and meetings by developing itineraries and agendas; booking transportation, lodging and meeting accommodations;
- Ensure clients have what they need and activities stay on schedule;
- Assists planning events, meetings, and employee team building activities or special projects;
- Accurate and timely expense reporting utilizing expense management software;
- Complex gatekeeping;
- Prepare and type documents (presentations, itineraries, sales one sheets); administrative duties such as processing/tracking expenses;
- Proactively identify any gaps and weaknesses within the company and take appropriate action to resolve them.
Requirements:
- Organizational management skills, including project management capabilities;
- A highly professional demeanor, positive outlook and a can-do attitude;
- Organize all aspects for offsite conferences and external events; including catering and transportation;
- To prioritize and handle multiple projects at once; thrives in high-volume work environment;
- Bachelor’s degree; public health, nutrition and marketing experience a plus;
- Strong interpersonal skills;
- Ability to thrive in a fast-paced environment, readily adapting to continually changing proprieties and deadlines;
- Ability to prioritize and multi-task independently in a fast-paced environment;
- Loyalty and a high level of discretion are highly valued;
- Enthusiastic about constantly learning and improving;
- Comfort with Salesforce/ CRM tools, and sales and marketing research and outreach;
- 5 years’ experience as an executive administrative assistant supporting senior level management;
- Experience supporting multiple C-level executives at once;
- Exceptional verbal and written communication skills, including professional phone etiquette, are required;
- Administrative experience, ideally for a high level executive in a fast paced environment.