Executive Assistant

Typical work activities

As a Executive Assistant (EA) you will be working closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. In this position, you will be helping managers to make the best use of their time by dealing with secretarial and administrative tasks.

EAs need extensive knowledge of the organization in which they work. They need to know who key personnel are (both external and internal) and understand the organization’s aims and objectives.

Our managers often rely heavily on their EA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful EA.

Executive Assistants (EAs) often act as the manager’s first point of contact with people from both inside and outside the organization. Tasks are likely to include:

  • Devising and maintaining office systems, including data management and filing;
  • Arranging travel, visas and accommodation and, occasionally, traveling with the manager to take notes or dictation at Meetings or to provide general assistance during presentations;
  • Screening phone calls, enquiries and requests, and handling them when appropriate;
  • Meeting and greeting visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments;
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
  • Taking dictation and minutes;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring the manager is well prepared for meetings;
  • Liaising with clients, suppliers and other staff;
  • Carrying out specific projects and research;
  • Responsibility for accounts and budgets;
  • Taking on some of the manager’s responsibilities and working more closely with management;

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