Adminstrative Executive Assistant

Tasks

• Manage and maintain executives' schedules.

• Make travel arrangements for executives.

• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

• Answer phone calls and direct calls to appropriate parties or take messages.

• Prepare responses to correspondence containing routine inquiries.

• Open, sort, and distribute incoming correspondence, including faxes and email.

• Greet visitors and determine whether they should be given access to specific individuals.

• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

• File and retrieve corporate documents, records, and reports.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

• Provide clerical support to other departments.

• Attend meetings to record minutes.

• Process payroll information.

• Interpret administrative and operating policies and procedures for employees.

• Set up and oversee administrative policies and procedures for offices or organizations.

• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

• Compile, transcribe, and distribute minutes of meetings.

• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Writing - Communicating effectively in writing as appropriate for the needs of the audience.

• Speaking - Talking to others to convey information effectively.

• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.

• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

• Coordination - Adjusting actions in relation to others' actions.

• Service Orientation - Actively looking for ways to help people.

• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

• Time Management - Managing one's own time and the time of others.

Knowledge

• Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.