[Intro Paragraph] The first paragraph of your executive assistant job description should contain a brief, two- to three-sentence description of your company. Tailor your marketing pitch to your ideal candidate and let those job seekers know why your company is a great place to work. Your description should let them imagine what it would be like to work for your company (as well as the executive they would be supporting). This is your chance to set your company apart from the competition.
Executive Assistant Job Responsibilities:
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
- Prepares reports by collecting and analyzing information.
- Represents the executive by attending meetings in the executive’s absence and speaking for the executive.
- Maintains customer confidence and protects operations by keeping information confidential.
- Completes projects by assigning work to clerical staff and following up on results.
- Secures information by completing database backups.
- Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
- Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
- Contributes to team effort by accomplishing related results as needed.
[Work Hours & Benefits] It helps keep your job seeker’s interest in your position if you include information about working hours and benefits in this section of your description. This is the place to tell potential applicants about flexible hours, opportunities to work from home, and travel requirements. In addition to regular office hours, executive assistants may sometimes work late or on weekends as needs arise and may travel with the executive from time to time.
Also, describe benefits that set you apart, like office perks, childcare assistance, training and professional development opportunities, or commuter benefits.
Executive Assistant Skills and Qualifications:
- Written and verbal communication skills
- Reporting skills
- Supply management
- Computer software skills including Microsoft Office
- Organization skills
- Time management skills
- Presentation skills
- Office equipment maintenance
- Travel logistics
Education and Experience Requirements:
- Bachelor’s degree preferred, but not required
- Three to five years of administrative experience
- Three to five years of executive assistant experience
- Experience managing multiple calendars
- Experience booking travel
[Call to Action] The crucial step in getting you better responses with your executive assistant job description is to provide a call to action. Encourage potential candidates to apply for your job. Let them know they can apply by clicking the apply button at the top, sending a resume to an email address, or any other application procedure that you prefer.
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