Executive administrators help support the CEO and other executives, as well as the executive board as needed. Executive administrators maintain travel records, as well as arrange meetings and conference calls. They produce status reports, accounting reports and sales reports as well. Additionally, they may handle the administrative functions of the human resources department, as well as make updates to the company handbook and policies. Executive administrators also take part in meetings, coordinate lunches and dinners with business clients, and monitor benefits, payroll, and taxes. They might also be required to support and update databases, run queries, develop database reports, and coordinate mailings. They also handle supplies and the delivery of the company equipment.
Executive administrators work in a fast-paced office environment in which accountability is key. Hours may vary greatly depending on the needs of the company and its executives; however, the administrator can generally expect to work during regular business hours.
Executive administrators generally need a bachelor’s degree in a relevant field and at least three years of related experience. Additional human resources experience may be preferred. Knowledge of basic computer software such as the Microsoft Office suite is also needed, as is knowledge of basic office equipment such as copiers, fax machines, and printers. Organizational skills and the ability to multitask are essential, as are self motivation, critical thinking skills, and decision making skills.
Executive Administrator Tasks
- Prepare calendars, reports, invoices, summaries, financial statements, travel itineraries, and other documents.
- Create, read, analyze, file, retrieve and organize organizational documents, invoices and orders.
- Collaborate with other administrative staff, financial department and other team to create and follow policies.
- Greet and screen callers and visitors, and direct them to the appropriate person or area.
- Organize, reserve, and oversee conference room assignments.