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Job duties of Executive Assistant
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
* 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
* 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
* 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
* 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
* Perform to earn boss’s full confidence
* Assure discreet handling of all business
* 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
* 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
* Improve/tighten storage/retrieval systems
* Update and manage index
* 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
* 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]
* 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.