Executive Assistant Job Description

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.