What Are the Duties and Responsibilities of an Executive Assistant?
Executive assistants work as a direct connection between the executive and the work force. Becoming an executive assistant typically involves working your way up from secretarial or administrative assistant positions. Keep reading to discover all the tasks and job duties associated with a position as an executive assistant. Schools offering Administrative Assistant degrees can also be found in these popular choices.
Office Management Functions
As a top executive's assistant, you may need to coordinate many of the things that keep the organization functioning on a day to day basis. This can include managing record keeping, interacting with clients, and ordering supplies. Maintaining employee moral by scheduling team building events, such as meetings, birthday parties, and holiday events, may also fall under your job duties.
You may also be the person who welcomes new employees on behalf of the company or executive, which might include scheduling training sessions and explaining company policies. Much of the employee record keeping will also be your responsibility, including employee attendance records, federal tax forms, and records of employee reprimands, probations, and other issues.
Many executive letters, emails, and faxes are prepared and sent by their executive assistants. You would need to maintain a database of contacts and the ability to write good letters and emails. You might also be needed to prepare and distribute various marketing materials, such as brochures, proposals, and materials needed for presentations.
As an executive assistant, you will obtain information that needs to be distributed throughout the organization and you'll use that information to write memorandums, emails, letters, and other communications to department heads or other personnel. Performing these duties not only keeps everyone in the organization informed but also helps to coordinate and conserve time for your employer.
Executives often have busy schedules and rely on their assistant to coordinate their calendars. You will be responsible for scheduling meetings and appointments, coordinating your boss's schedule with the people who will be attending these functions. Scheduling can go beyond meetings to include coordinating travel plans and larger functions, such as banquets and conventions. In these cases, you will need to work with venues, such as convention centers and large hotels, as well as airlines or other travel providers. In order to make sure that these plans are carried out correctly, you will build a network of vendors that you can contact that can provide a number of important services.
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