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"I couldn`t put it down from start to finish...Some of these stories are fascinating, some sad and some just downright funny. I thoroughly recommended it anyone whether interested in Human Resources or not!"

 

"A really funny and interesting read .... great insight into the wierd and wonderful world of HR ..."

 

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"I couldn`t put it down from start to finish...these stories are fascinating, some sad and some just downright funny. I thoroughly recommended it whether interested in HR or not!"

Executive Assistant job description

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Job Summary

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.

Main responsibilities-Executive Assistant job description

Knowledge, Skills and Abilities-Executive Assistant job description

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

* Relieve management of administrative detail, all projects

 

* Coordinate work flow

 

* Update and chase delegated tasks to ensure progress to deadlines

 

* Take initiative in manager’s absence

 

* Keep projects on schedule

 

* Maintain procedures manual to ensure consistent performance of routines

Communication

 

* Compose correspondence/reports for own or manager’s signature

 

* Arrange essential mail in priority action order for boss

 

* Check deadlines on incoming requests and put preliminary work in play

 

* 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