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Title
Text copied to clipboard!Executive Administrative Assistant
Description
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We are looking for an Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the executive’s working life and communication. The role demands a highly organized and detail-oriented individual who can manage multiple tasks simultaneously with unwavering professionalism. As an Executive Administrative Assistant, you will act as the point of contact among executives, employees, clients, and other external partners. You will manage information flow in a timely and accurate manner, making travel arrangements, preparing expense reports, and managing the executive's schedule with a high level of efficiency and confidentiality. The ideal candidate will have a proven ability to manage professional schedules, events, and communications. You will need to be adept at anticipating the needs of the executives you support, handling sensitive information with discretion, and maintaining a steady and calm demeanor in a fast-paced environment. This role requires exceptional communication skills, the ability to manage complex administrative tasks, and a commitment to meeting deadlines and contributing to the team's success.
Responsibilities
Text copied to clipboard!- Manage professional and personal scheduling for executives, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
- Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
- Perform administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contact database
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
- Organize team communications and plan events, both internally and offsite
- Handle financial and accounting matters for the executive with confidentiality
- Prepare and edit correspondence, communications, presentations, and other documents
- Manage and maintain executives' schedules, appointments, and travel arrangements
- Arrange and co-ordinate meetings and events, record, transcribe and distribute minutes of meetings
- Monitor, respond to, and distribute incoming communications
- Interact with incoming visitors
- Liaise with internal staff at all levels
- Co-ordinate project-based work
- Review operating practices and implement improvements where necessary
- Supervise and train lower-level staff
- Handle sensitive information in a confidential manner
- Take dictation and minutes and accurately enter data
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
Requirements
Text copied to clipboard!- Proven experience as an executive administrative assistant, senior executive assistant, or in other secretarial position
- Full comprehension of office management systems and procedures
- Excellent knowledge of MS Office, databases, and information systems
- Good understanding of corporate finance and performance management principles
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- Degree in business administration or relative field
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion with personal and confidential information
- Ability to stay calm and on-task in high-stress situations
- Current in today’s office technology, and computer software including MS Office
- Ability to maintain a positive attitude and operate under pressure
- Experience managing external partners and vendors
- Experience with scheduling, budgeting, and payroll
- Advanced troubleshooting and multi-tasking skills
- Customer service oriented
- Project management experience
Potential interview questions
Text copied to clipboard!- Can you describe your experience with managing executive schedules and logistics?
- How do you handle confidential information?
- What strategies do you use to manage your tasks and prioritize your workload?
- Can you give an example of a complex problem you solved and how?
- How do you handle last-minute changes to plans or schedules?
- What experience do you have with planning corporate events or meetings?
- How proficient are you with MS Office and other office management software?
- Can you describe a time when you had to communicate on behalf of an executive?
- What methods do you use to stay organized and ensure accuracy in your work?
- How do you manage stress in a fast-paced executive environment?