Executive Assistant

Job Overview

The Executive Assistant (EA) provides administrative support to the Chairman/CEO and President (executives).  This position is responsible for implementing systems, procedures, policies, and assisting in the management of daily activities.  Handling confidential information, maintaining calendars, scheduling travel, event planning, and managing emails to identify action items are central to the role.  This position requires a high degree of organization and time-management skills, proficiency in relevant software, and exceptional written and verbal expertise.

Organizational Impact

The organizational impact of an EA is significant as they play a critical role in supporting the executives and ensuring the smooth functioning of the overall organization.  Some of the key impacts of the job are:

- Increased Efficiency:  EA helps executives manage their time and workload effectively, allowing them to focus on strategic tasks that drive the organization forward.

- Improved Communication:  EA acts as a liaison between the executives and other departments, ensuring that communication flows smoothly and information is shared effectively.

- Enhanced Decision Making:  EA provides valuable insights and information to the executive, enabling them to make informed decision that benefit the organization.

- Stronger Relationships:  EA builds strong relations with stakeholders, client, and partners which can lead to increased business opportunities and growth.

- Better Organization Culture:  EA plays a key role in creating a positive and productive work environment which can lead to higher employee engagement and retention.

- Overall, the impact of an EA on an organization is significant, and their contributions are essential to the success of the organization.

Key Systems

- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

- Communication Tools (Teams, Zoom)

- Boxer Central (internal collaboration platform)

- Document Management System

Inputs

- Email communications and meeting requests

- Tasks via the internal collaboration platform

- Phone calls

- Physical mail

- Reports, statements, receipts

Outputs

- Emails

- Tasks

- Calendar Events

- Approvals and Requests for Approvals

- Updates to Data

- Reports and Statements

- Payment Instructions

- Picking up, delivering, or meeting outside the office

Activities

- Review emails and respond, escalate, file, or delete.

- Manage incoming requests and calls.

- Manage task list.

- Manage schedule and coordinate meetings.

- Bookkeeping, coding, credit card management.

- Travel booking and management.

- Account management for various services, credit cards, and other programs.

- Family and school-related administrative tasks

- Performs personal errands for executives and their families.

- Oversees executives’ residential maintenance, e.g., landscaping, utilities, repairs, improvement projects, and related vendors.  Also assists with vehicle maintenance.

Recommended Items

- Standard Operating Procedures (SOPs) for administrative tasks.

- Company policies and guidelines for communication and confidentiality.

- Calendar management guidelines and protocols.

- Expense reporting procedures and templates.

- Meeting preparation and coordination guidelines.

Content Example

- Meeting agendas and minutes.

- Travel itineraries and associated expense reports.

- Correspondences and memos.

- Reports and presentations.

- Organization charts and schedules

Sample Event-Driven Tasks

- Review incoming emails and invitations; process as indicated.

- Code credit card receipts and related emails.

- Review incoming task requests; process as indicated.

- Update contacts and related CRM.

- Arrange travel including flights, hotels, conference attendance.

- Set up meetings including invitations, communications, online links, room reservations, etc.

- Block calendars for travel, resolve conflicts, reschedule as needed.

- Conduct research and compile information on various topics as requested

Sample Scheduled Tasks

- Process monthly statements.

- Review outstanding tasks and requests.

- Review critical dates such as license renewals, permits, account expirations, domain names, services, etc.

- Stock and reset conference room, desks and waiting areas

Sample Infill Tasks

- Review outstanding tasks, emails, meeting requests and respond accordingly.

- Update contact information.