An executive assistant fills a middle ground position that bridges the gap between business executives and clerical workers. As such, the executive assistant duties that a typical person in this role will need to perform are a mix of lower- and higher-level responsibilities. Communication and organization is important, but so are things like personnel and payroll management.
The variety of executive assistant duties that a person in this position is expected to carry out involves different levels of executive tasks and normal administrative obligations. The list below is fairly comprehensive and should give you an idea as to what will be expected of you in this position. It is worth nothing, however, that specialty industries may require certain other tasks as well.
List of Executive Assistant Duties:
•Screen and prioritize mail and phone traffic coming in to the executive office.
•Maintain executive calendars and write meeting agendas.
•Prepare materials used in executive presentations.
•Make travel arrangements and schedule reimbursement packages in accordance with company policy.
•Maintain files in office libraries, including both physical documents and digital media.
•Perform research for executives and present written reports to those requesting the information.
•Maintain office inventory, purchase supplies, and negotiate with office equipment providers.
•Safeguard confidential information, ensuring that all data is kept in secure storage and making sure that nobody is able to get access to the information without proper authorization.
•Remain familiar with modern office technology and seek out independent training when needed.
•Manage the day-to-day administrative duties of the office, assigning tasks to other employees and maintaining time records for other personnel as applicable.
•Conduct interoffice research, including performing time audits and budget analyses. Report these findings to executives and board members.
•Prepare and edit correspondence with internal and external personnel. Take dictation when needed.
•Manage guest arrangements for incoming VIPs and other key personnel. Communicate company travel policies and post-visit procedures.
•Provide quality customer service to all external individuals who contact the business.
•Set an example for each other administrative assistant in the office by providing a professional appearance and producing high-quality work.
•Develop office schedules, maintain vacation logs, and determine the timing of breaks and lunches if the office requires coverage at all times.
•Assist with interviews and provide input during the hiring process of new administrative assistants.
•Have at least passing familiarity with potential legal matters that may crop up and know the company policy when it comes to dealing with legal issues.
•Perform regular records maintenance. Identify which records can be disposed of and which need to be kept. Store data in electronic format whenever possible to reduce space needs and increase ease of access.
•Execute data analyses, determining the quality of information gathered within the company and identifying possible areas for improvement. Include these analyses in comprehensive reports that will be passed on to higher-level executives.