Executive Assistant How to Hire, Salary Data, and Job Descriptions

Sample job description #1

This position provides high-level administrative support to the VP of IT Security Compliance and Technology, with an appropriate level of professionalism and attention to detail. In addition, the position is responsible for conducting research, preparing presentations, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This position requires communication and collaboration with other executive offices in the organization.

Essential duties and responsibilities

• Provides reactive support to the VP of IT Security Compliance and Technology, as needed
• Assists in daily organizational, filing, scheduling, and workflow tasks
• Answers incoming calls, takes messages and/or routes calls as appropriate
• Processes all travel and expense reports in a timely and efficient manner
• Reconciles monthly credit card statements
• Processes incoming mail and organizes, routes, and distributes appropriately
• Processes check requests, wires transfers, and other internal requisitions
• Collaborates with Travel Coordinator in travel preparations for the VP of IT Security Compliance and Technology
• Assists with board meeting preparations including setup/dismantle of boardroom, board reports, and other duties as assigned
• Organizes meetings and events, virtual or otherwise, and assists in planning and preparing agendas and meeting notes, as requested
• Prepares departmental policies and procedures documentation
• Conducts research, updates spreadsheets, and creates documents and visual presentations using a variety of applications
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of the job. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and experience

• Associate degree or equivalent from two-year college or technical school required; bachelor’s degree preferred
• 5 years related executive support experience in technological and communications environments and/or training preferred
• Or equivalent combination of education and experience

Sample job description #2

The Executive Assistant will be responsible for assisting c-level executives in a highly organized manner. The Executive Assistant must be skilled in calendar management, travel arrangements, client relations, filing systems, expense reporting, drafting documents, taking notes, responding to emails, phones calls, and conducting extensive research to help the executives perform their job better. The ideal candidate should have the attitude that no job is too big or too small.

Responsibilities of the executive assistant

• Present yourself in a professional demeanor
• Maintain a positive attitude and be flexible to change
• Take direction from executives and take initiative when needed
• Prioritize various administrative tasks

Qualifications for the executive assistant

• Available to start immediately
• Must be comfortable working onsite in the NYC metro area
• 1 to 2 years of experience as an Executive Assistant
• Reliable track record supporting C-level executives
• Strong organization and time management skills
• Ability to take direction and work independently
• Capable of thriving and multitasking in a fast-paced environment
• Proficient in Microsoft Office – Outlook, Work, Excel, PowerPoint etc.
• COVID-19 vaccination certification is required

Education requirements

• Bachelor’s degree is preferred but is not required

Sample job description #3

Responsibilities

• Perform clerical, administrative, and general office duties of a responsible and confidential nature
• Route and answer correspondence
• Independently establish, organize, and maintain documents and initiate follow-up as needed
• Compile, analyze, and summarize statistics and information in presentation formats
• Communicate new policies and procedures to the department and coordinate the gathering of information as directed
• Communicate new policies and procedures to the department and coordinate the gathering of information as directed
• May coordinate off-site meetings and conventions; assist with schedule management; arrange appointments, travel, meetings, conference calls, and process expense report
• May coordinate and track training activities of internal associates
• Maintain database as required
• May assist in workforce scheduling of internal associates
• Provide support to other members of management and department as requested

Qualifications required

• 3+ years of administrative support experience in a similar environment
• High School diploma with 3+ years of experience or equivalent education will be considered

Preference will be given to candidates who have the following

• Some college courses/specialized administrative training
• Excellent communication skills both verbal and written
• Superb organization skills
• Expert knowledge of Microsoft Office (Word, Excel, PowerPoint) with experience producing high quality reports, presentations, and other documents
• Proven ability to work effectively both independently and in a team-based environment
• Ability to handle confidential matters
• Substantial knowledge of the department’s operation and company procedures
• Proven ability in assembling, compiling, analyzing, and summarizing data
• Demonstrated analytical ability in preparing reports and gathering statistical data
• Ability to work independently on projects and anticipate and address issues in the executive’s absence
• Must be assertive, creative and innovative, with proven decision-making skills
• Experience working with senior management

Sample interview questions

• What interests you about being an executive assistant in this specific company?
• What do you know about our client base?
• How do you handle difficult personalities at work?
• What software tools do you use on a daily basis?
• How do you prioritize tasks and daily work load in a busy office?
• How do you handle stress and pressure?
• What do you believe an executive assistant brings to a company?
• Explain how you would handle an angry client demanding to speak to the executive.
• What is your experience with booking travel?
• Describe a time you had to adjust a schedule due to an unforeseen circumstance. 
• What are your greatest strengths as an executive assistant?
• What role did you play in your prior position?
• Tell me about a time you had to say no on behalf of your boss?
• Describe one of your more successful projects. How do you define success?