Executive Assistant Job Descriptions, Average Salary, Interview Questions

[Your Company Name] is searching for a highly organized individual to plan and manage personal and professional needs of our high-level executives. This individual will assist the office manager and include both short and long-term projects. As an ideal candidate, you have proven experience in a fast-paced business working with executives who need travel and other meetings scheduled on a daily basis. Your ability to evaluate and prioritize complex scheduling should be a known quality, and you should have a natural desire to help executives stay organized and informed.

Typical duties and responsibilities

• Provide administrative assistance including writing and drafting emails and memos
• Oversee overall office functioning
• Create a positive workplace culture
• Assist with community outreach
• Prepare communications on the executive’s behalf
• Organize and schedule meetings and caterings 
• Answer and screen incoming calls in a professional and friendly manner
• Welcome visitors and direct them to the correct department
• Manage the executive’s calendar and appointments
• Add valuable input when participating in events and committees 
• Work with executives to ensure productivity and profitability
• Ability to deescalate angry customers before handing them off to executives

Education and experience

• Administrative or secretarial experience
• While a college degree is not needed to perform the work of an executive assistant, an associate’s degree or bachelor’s degree will benefit you in this role

Required skills and qualifications

• Exceptional written and verbal communication skills
• Flawless attention to detail
• Proficiency using Microsoft Office Suite
• Ability to convey and prioritize incoming calls and emails
• Excellent multitasking and organization skills
• Great interpersonal skills 
• Experience being a leader

Preferred qualifications

• Bachelor’s degree
• Experience working in a fast-paced office
• Experience remaining calm under pressure
• Outstanding collaborative skills 
• Experience working with top-level budgeting and expense reports
• Experience in prioritizing and understanding the urgency of incoming emails and calls 
• Experience scheduling, coordinating, and executing successful team meetings

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

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

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