Job Description

Short Description:

An Executive Assistant provides high-level administrative support to senior executives, managing schedules, coordinating meetings, and handling confidential communications. Their duties include preparing reports, managing travel arrangements, and assisting in decision-making by organizing information and prioritizing tasks. Executive Assistants serve as a liaison between executives and internal or external stakeholders, ensuring smooth day-to-day operations. Strong organizational, communication, and problem-solving skills are essential for success in this role, as they play a critical role in enabling executives to focus on strategic initiatives.

Duties / Responsibilities:

• Use computers for various applications, such as database management or word processing.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Create, maintain, and enter information into databases.
• Set up and manage paper or electronic filing systems, record information, update paperwork, or maintain documents, such as attendance records, correspondence, or other material.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
• Greet visitors or callers, handle their inquiries or direct them to the appropriate persons according to their needs.
• Maintains scheduling and event calendars.
• Complete forms following company procedures.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Make copies of correspondence or other printed material.

Skills / Requirements / Qualifications

• Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
• Speaking: Talking to others to convey information effectively.
• Service Orientation: Actively looking for ways to help people.
• Writing: Communicating effectively in writing as appropriate for the audience's needs.
• Coordination: Adjusting actions concerning others' actions.
• Time Management: Managing one's own time and the time of others.
• Computers and Electronics: Knowledge of office software, including MS Word, Excel, and Outlook.
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
• Monitoring: Monitoring/assessing the performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making improvements or taking corrective action.