Scribd
Upload
14 views4 pages

Executive Assistant - Job Description (1)

The job description outlines a key supporting role that involves coordinating the Managing Director's schedule, managing communications, and overseeing office operations. Ideal candidates should possess strong organizational, communication, and multitasking skills, along with a positive attitude and relevant experience. Success in this position requires discretion, accountability, and the ability to handle confidential information while effectively prioritizing tasks.

Uploaded by

agrawalkunal2000
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
14 views4 pages

Executive Assistant - Job Description (1)

The job description outlines a key supporting role that involves coordinating the Managing Director's schedule, managing communications, and overseeing office operations. Ideal candidates should possess strong organizational, communication, and multitasking skills, along with a positive attitude and relevant experience. Success in this position requires discretion, accountability, and the ability to handle confidential information while effectively prioritizing tasks.

Uploaded by

agrawalkunal2000
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 4

Job Description:

This position is a key supporting role with a high level of responsibility and impact.
This position will primarily work with the Managing Director and Executive Team
in reporting, planning, scheduling, and organizing tasks to keep time and
attention focused on company goals, projects, and priorities.

Work Habits:

To be successful in this position, the candidate must be diligent, results oriented,


have strong business acumen and customer focus, and have the demonstrated
ability to effectively prioritize workflow. This role requires someone who loves to
learn and effectively multitasks without losing attention to details. Able to
communicate clearly and concisely in both written and verbal modes.

Primary Responsibilities:

• Co-ordinate the MD’s schedule, appointments, reservations and travel


arrangements.
• Act as a liaison between the Managing Director and all departments as well
as outside partners and clients on all matters pertaining to the executive
operations of the organization.
• Reliably prepares, edits and maintains correspondence, communications,
presentations and other documents for the Executive Team and Board.
• Organize meetings involving multiple senior executives.
• Greet clients and visitors to the executive office.
• Plan, organize and co-ordinate functions and special events for the
Managing Director and other team members.
• Assist with the development and execution of strong employee
communications and events.
• Provides information for reports and records through research, data
retrieval, compiling and/or tabulating statistics, and organizing and
presenting the information in useable and understandable formats such as
Excel and PowerPoint.
• Prepare and/or edit internal and external presentations and
communications using various media and event materials.
• Provide supervision and coaching to two Administrative Assistants and
ensure smooth operation of the Indianapolis office and efficient running of
administrative functions at 19th Capital, helps to improve company
procedures and day-to-day operation.
• Manage contract and price negotiations with office vendors, service
providers and office lease. Manage office expense budget records, and
verifying vouchers and receipts for accuracy; and
• Monitor and coordinate various office management tasks, including
personnel matters and other sensitive, discreet or confidential tasks, as
assigned by the Executive Team.

Ideal Skills and Qualifications:

• A positive attitude, sense of humour, and professional demeanour


• A Bachelor s degree or equivalent combination of education and
experience
• Previous experience in a senior administrative position
• Superior PC skills i. e. Word, Excel, Power Point and MS Outlook
• Excellent oral and written communication skills, including presentation
preparation.
• Strong business acumen and understanding of operational issues
• Extremely detailed oriented
• Proven ability to effectively prioritize work flow
• Excellent interpersonal, written and oral communication skills
• Ability to exercise good judgement, show initiative and be proactive
• Ability to work independently, use initiative, and make decisions quickly in
confidential, organized, and detailed manner.
• High standards of ethics and confidentiality to handle sensitive information
• Finance and/or transportation industry experience are definite assets

A few details about what success looks like in this position:

Schedule Management

This may include setting up travel, meetings, speaking engagements and other
appointments for the Managing Director. In addition to making appointments,
this involves ensuring there are no scheduling conflicts and ensuring maximum
effectiveness and time utilization in the Managing Director s calendar.

Office Management

These responsibilities involve overseeing the work of clerical and other


administrative employees, as well as making sure that everything is in place for
the office to function smoothly. Tasks may range from keeping up with office
supply inventory to negotiating leases and purchasing agreements to providing
coaching and management supervision for clerical employees.

Communications

This role manages the flow of information to members of the executive


leadership team. This includes developing and organizing meeting agendas,
communicating with employees, customers, suppliers, the parent company and
other stakeholders. The person in this role plays a key role in building our
company s reputation with employees, customers, investors and other
stakeholders. In this role it will be critical to maintain cordial and respectful
relationships with all stakeholders. To be successful in this role the candidate
must understand the importance of their role in influencing the culture, working
environment and brand across the organization.

Information Preparation

This role may be involved in preparing and formatting information for internal
and external distribution. This may include compiling data for reports, creating
computerized presentations, writing reports, formatting employee
communications, editing, proofreading and other information preparation duties.
In carrying out this work the person in this role needs to research, collect or
prepare documents, verify the facts, ensure completeness and have materials
ready in a timely manner.

Data Analysis

Using a combination of computer and critical thinking skills the individual will
need to analyse data and create reports that enhance decision making across
various areas of the business.

Managing Complexity

There are times when the person in this role will need to juggle many tasks
simultaneously. Success in this role will require the individual to plan, prioritize
and manage multiple tasks with multiple deadlines. They will be expected to
delegate responsibility for efficient and time-bound management of activities.
They will need to delegate and/or supervise and coordinate support functions,
while ensuring completion of all tasks.
Discretion : The individual in this role will have access to information about many
forms of confidential and sensitive information. Being able to maintain
confidentiality and exercise discretion is essential for success in this role.

Key Qualities and Skill Sets required for success in the position:

• Accountability
• Trustworthy
• Multitasking Abilities
• Proactive
• Flexibility
• Team Player
• Organizational Skills
• Communications Skills
• Planning & Execution Skills
• Troubleshooting
• Detail-oriented
• Project Management
• Tactful
• Decision - Making abilities.
• Disciplined
• Innovative Approaches

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy