Executive Assistant

Job Description:

The executive assistant gives advice, recommends options, and assists the business owner with everything technical and operational. Executive assistant acts as a gatekeeper and the first point of contact who controls the phone calls, emails and appointments that should go through to the executive.

Primary Responsibilities:

• Manage the executives calendar
• Book travel, both domestic & Global
• Manage inboxes
• Create, edit and compile powerpoint presentations
• Organize events
• Coordinate and manage office moves
• Oversight and manage office renovation projects
• Create agendas
• Transcribe minutes & distribution
• Follow up with action items
• Organize and coordinate team building
• Manage offsite meeting and conference planning start to finish
• Answer the executives phone during their absence.

Overall Role:

1. Monitoring correspondence and reports
2. Conducting research and generating reports
3. Depending on the organization's structure and size, an executive assistant can be assigned own administrative assistants to help with the workload. The EA trains the administrative assistants, manages them, and delegates some tasks such as collecting data for research work.
4. Managing executive's calendar
5. Typically, they schedule meetings, coordinate appointments, and ensure all aspects of company operations run smoothly and in a timely manner. 
6. Managing and reporting expenses
7. They work with spreadsheets, sales and purchase ledgers, and journals from time to time. They also do calculations and checking to make sure amounts, payments, and records are correct.
8. Maintaining workplace set up that optimizes workflow.
9. Administrative and executive assistants should have a strong grasp of the traditional Google and Microsoft Office programs like Excel and Powerpoint as well as have a list of tools and resources that will ultimately help them do a better job. Data entry, minute-taking, and record-keeping are all important parts of what executive assistants do.
10. Manage things like the executive calendar, appointments, messages, daily schedules…. 

Additional Duties:

The executive assistant is expected to continuously monitor, respond to, and forward incoming mails to the organization's relevant offices. They work jointly with administrative assistants to accomplish tasks that require collaboration, like maintaining files, accepting and making phone calls, and scheduling meetings. Other daily tasks of these high-level assistants include sending memos, reviewing incoming reports, and editing correspondence, and continually updating and maintaining an existing contact list of the different staff and external persons of interest.

1. Oversight on certain projects, covering everything from corporate slide prep or demos, office relocation, vendor vetting to event planning on a larger scale.
2. Follow up with action items. 
3. Answering messages during the executives absence. 
4. Conducting research and generating reports, ensure all aspects of company operations run smoothly and in a timely manner. 
5. Create, edit and compile presentations. 
6. Having a strong grasp of Google and Microsoft office programs is a plus. 
7. Data entry and record-keeping is an important part of the job.