You need some help putting together that Executive Assistant job description? What follows is a sample of the component parts of such a job description. We hope it helps. We’d like to stress that this is for purposes of inspiration only and you should not try to use it as is. Your EA job description should be customised for your business and be in compliance with local employment law.
We’ve decades of experience helping Irish businesses find the best admin and office support staff. For just as long those staff have looked to us for the best in admin jobs. We know what to look for in the best EA and PA talent. Now we’ve put that knowledge into some ideas you can use when putting together that job description.
The Executive Assistant Role
The Executive Assistant role is a very important position EA’s are the ‘go to’, ‘will do’, ‘can do’, person in the company. In most cases they are the ‘right hand person’ to the Chief Executive or Senior Executive in the company and may even have a place in the Management Team. They are held in very high regard and the level of confidentiality integrity and trust placed in them is be extremely high.
The title for this job comes in several forms dependent upon the company, industry and business sector. See if any of the following are familiar to you:
- Executive Assistant
- Personal Assistant
- PA
- Secretary Personal Assistant
- Legal Executive/Secretary
- Medical Secretary
Personal/Executive Assistant Job Description
Job title: Executive Assistant
Department: Executive offices
Reporting to: Chief Executive Officer
Direct Reports: Assistant
Liaising with: All internal and external clients and customers
Prepared by: Human Resources Department
Approved by: CEO
JOB DESCRIPTION SUMMARY
The Executive Assistant is responsible for the smooth running of the CEO’s office and workflow and work schedules and all that this entails. The Executive Assistant will be a person of integrity possessing a high level of confidentiality and professionalism. Due to the high demands and pressures placed on the CEO, the Executive Assistant will be required to work long hours and work to tight deadlines and ever-changing scenarios therefore patience and calmness would be attributes required for the role.
DUTIES AND RESPONSIBILITIES
Supporting the Executive, Senior Executives and the Management Team, you will be:
- Organising Travel arrangements (flights, hotels, transportation, dining, passports, visas, travel packs, agenda packs, foreign currency and recording of all details in a digital calendar. You need to be able to demonstrate examples of complex travel arrangements if you get to interview stage)
- Greeting guests
- Act as point of contact between CEO, Executives, employees, and external customers
- Arranging and booking meeting rooms
- Producing reports
- Preparing presentations and agendas for meetings
- Recording minutes of meetings accurately and distributing accordingly
- Setting up conference and video calls
- Organising catering, printing, filing and stationery
- Postal and telephone enquiries and replying on behalf of the CEO
- Handling and preparing confidential documents
- General accounting – monthly expenses, budgeting, invoicing, pre-payments – (Certainly having some basic accounting experience would always be an advantage as this can be quite a complex function).
- May have an Assistant if the role is very busy.
- Miscellaneous project work and administration duties
SKILLS AND EXPERIENCE
- Advanced level – Microsoft Office (Word, Outlook, Excel and PowerPoint)
- Minimum 8/10 years solid secretarial background working at executive level
- Strong organisational skills and ability to work on projects and events
- Extensive experience researching and preparing complex worldwide travel arrangements and itineraries
- Proven experience working within a highly confidential and or regulated environment
- Able to demonstrate the highest level of attention to detail
- Excellent capacity to plan and prioritise workload
- Able to multitask
- Excellent time management skills
- Flexible and adaptable (things can quickly change direction and you may have to deal with uncertainty/ambiguity)
- High level of stamina (frequent long hours, sustained pressure and able to deal well with stress)
- Experience of working to deadlines
- Constantly seeking ways to improve
- Self-motivated – set personal goals and appreciates the job satisfaction to be gained from a job well done
- Self-confident and diplomatic in dealing with people at all levels
- Professional and able to create an excellent first impression and calm disposition
SOME OF THE REWARDS AT THIS LEVEL
- Salary €50k – €85k +
- Car or allowance (if there is travel involved)
- Company Bonus
- 22 – 29 days holiday
- Paid Sick Leave
- Enhanced maternity benefit
- Contributory Pension – Company matching the employee contribution
- Health Insurance
- Share Options
- Company Saving Scheme
- Educational Assistance
To learn more about Hall Recruitment and to obtain full and up-todate information how we can help you find the candidates you need call us +353 (1) 633 4040. In the business of managing your recruitment, it’s the only number you’ll ever need!