Executive Assistant's Corner: Detailed JD of an Executive Assistant

In a previous article, we discussed the overview of an EAs JD. This is more of a list of the tasks assigned to Executive Assistants and the required competencies. When applying for the job, this list will help you identify which skills should be highlighted.

Related Article: Job Description of an Executive Assistant: What to Expect

Reports to: Assigned Executive

Coordinates with: Leaders and Employees of the organization and external parties that the assigned Executive interacts with

Scope: Global

Job Summary: Responsible for assisting the assigned Executive by providing executive and administrative support.

Minimum Requirements:

Education: Bachelor's Degree

Experience: At least 2 years experience in administrative work or related experience (more experience is preferred but not required)

Competencies:

Computer and typing proficiency
Knowledge in Microsoft Office Applications and Internet Software
Excellent written and spoken English
Strong analytical and decision making skills
Great presentation skills
Organized and with the ability to multi-task
High Integrity
Innovation
Communication and interaction skills
Attention to detail and quality
Customer focus
High sense of professionalism
Adaptable
Willing to work extended hours, on any shift and weekends or holidays as required

Accountability:

Assist the assigned Executive in day-today operations
Screen calls, visitors and escalated concerns and resolve routine and complex inquiries
Manage the assigned Executive's mail and prepare correspondences and memos for review and approval
Prepare expense reports and process the Executive's reimbursements for expenses incurred as a result of official business transactions and representations
Process required legal documents such as passports, visas, Alien Employments Permit, etc.
Maintain and track the Executive's schedule
Organize, schedule and prepare Management meetings
Manage the Executive's files including confidential documents
Review documents for the assigned Executive's approval ensuring that they are complete with proper endorsements
Document meeting proceedings for review and approval of the assigned Executive and cascade to the relevant parties
Prepare information and reports the Executive might need when meeting with internal and external parties
Research special topics that may be assigned from time to time
Prepare reports and presentations when necessary.
Communicate relevant information to the Management Team when necessary
Organize special events as assigned
Perform other duties and functions that are incidental to your duties or those which may be required by the assigned Executive