The Executive Assistant answers to the Department Head. Duties include but are not limited to screening phone calls, emails, mail, and visitors; receiving, routing, and resolving information requests; scheduling travel, appointments, and meetings; and coordinating space and office organization. The Executive Assistant conducts research and prepares correspondence and expense and statistical reports, and completes special projects. At times the Executive Assistant may act as Project Leader or coordinator for special projects, and may act as liaison to other departments and projects within the organization. The Executive Assistant may at times assist other Department Heads.
The Executive Assistant works independently with minimal supervision and may supervise clerical staff. This position requires excellent writing, speaking, and organizational skills, as well as the ability to multi-task, thrive in a busy environment, and maintain professionalism and confidentiality. Attention to detail is a requirement. The Executive Assistant must be able to relate professionally to supervisors, coworkers, representatives of other organizations, and the public.
Proficiency in Microsoft Word, Excel, Access, PowerPoint, and Project is required, as well as familiarity with current computer operating systems, printers, copiers, faxes and scanners, and other office equipment. Must be proficient at internet research and using online systems to order supplies, make travel arrangements, and communicate with vendors, other organizations, and clients or customers.
This job typically works 8:00 a.m. to 5:00 p.m. with an hour for lunch.
Executive Secretary or Administrative Assistant Tasks
- Conduct research, prepare correspondence, expense and statistical reporting.
- Schedule travel, appointments and meetings.
- Supervise clerical staff.
- Screen phone calls, emails, mail and visitors; route and resolve information requests.
- Coordinates space and office organization, and special projects.