Executive Administrative Assistant Job Description

Job Title: Executive Administrative Assistant

Department: Executive Office

Reports To: Chief Executive Officer (CEO)

Location: [Your Company Address]

Position Type: Full-time

Job Summary

The Executive Administrative Assistant provides high-level administrative support to the CEO and other senior executives. This role requires a highly organized individual with exceptional communication skills, the ability to manage multiple tasks simultaneously, and a keen attention to detail. The Executive Administrative Assistant acts as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive office.

Key Responsibilities

Administrative Support:

Manage and maintain executives' schedules, including scheduling meetings, appointments, and travel arrangements.
Screen and prioritize incoming correspondence, emails, and phone calls.
Prepare and edit correspondence, reports, presentations, and other documents.
Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.

Meeting and Event Coordination:

Organize and coordinate executive meetings, including preparing agendas, and meeting materials, and taking minutes.
Plan and execute company events, conferences, and off-site meetings.

Project Management:

Assist with the planning and execution of special projects and initiatives.
Conduct research and compile data to support executive decision-making.

Office Management:

Maintain office supplies inventory and place orders as needed.
Ensure the executive office is well-organized and runs smoothly.

Confidentiality and Discretion:

Handle sensitive information with the highest level of confidentiality and discretion.
Ensure all interactions and communications are conducted professionally.

Qualifications

Education:

Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience:

Minimum of 5 years of experience as an executive assistant or in a similar administrative role.
Experience in supporting C-level executives is highly desirable.

Skills and Competencies:

Exceptional organizational and time-management skills.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to handle multiple tasks and prioritize effectively.
Strong problem-solving skills and attention to detail.
Ability to work independently and as part of a team.

Personal Attributes

Professionalism: Exhibits a high degree of professionalism in interactions with executives, staff, and external partners.
Discretion: Maintains confidentiality and exercises discretion with sensitive information.
Adaptability: Demonstrates flexibility and adaptability in a fast-paced environment.
Initiative: Proactively identifies opportunities to improve efficiency and effectiveness.

Physical Requirements

Work Environment: Primarily office-based with occasional travel for meetings and events.
Physical Demands: Ability to sit for extended periods, lift up to 20 pounds, and operate standard office equipment.

Application Process

Interested candidates should submit their resume and cover letter to [Your Company Email] by [Deadline]. Please include "Executive Administrative Assistant Application" in the subject line.

[Your Company Name] is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.