Description: Executive Assistant

Job Purpose: To provide support for top-level executives by providing executive-level administrative support by providing clerical support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff.

Roles and Responsibilities

• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Answering and directing calls to appropriate executives and parties, taking messages.
• Greeting visitors and determining access to appropriate parties.
• Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
• Opening, sorting, and distributing correspondence, including email, faxes, and snail-mail.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect and analyze information; prepare presentations.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
• Provide payroll processing. Answer questions regarding payroll. Provide quarterly tax reports and filing.
• Maintain knowledge by attending professional and technical educational seminars and workshops; reviewing publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
• Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup and other functions.
• Coordinate finances, assist with budget preparation.
• Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in the database.
• Meet with special interest groups or individuals on behalf of executives.
• Prepare executive responses to routine memos, letters, or correspondence.
• Prepare checks for signature and review.
• Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
• Prepare and develop a records management system; maintain and recommend changes to the records system when appropriate.
• Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
• Evaluate policies to ensure they are in compliance with corporate rules and mission.