Executive Assistant

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.