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Home>Job Descriptions>Executive Assistant Job Description

Executive Assistant Job Description

What Does an Executive Assistant Do?

An executive assistant is an administrative position responsible for providing administrative support to executives or other key personnel in an organization. They may be responsible for tasks such as managing calendars, scheduling meetings, preparing documents and reports, giving presentations, and making travel arrangements.

Executive Assistant Job Description Example

Wilmington Legal Solutions (WLS) is seeking a motivated, organized individual to join the team in the role of Executive Assistant. The successful applicant will be responsible for providing dedicated administrative and legal support to our management team. If you are a hard-working candidate who values success and enjoys a fast-paced working environment, then this might be the perfect opportunity for you.

Duties and Responsibilities:

  • Manage and maintain calendar and schedules for legal team members including scheduling meetings, events, and travel arrangements when necessary
  • Provide administrative assistance and accounts maintenance (billing, payments, contracts)
  • Prepare legal documents for review by legal team
  • Conduct legal research as needed
  • Draft correspondence to clients, other legal professionals, and court personnel
  • Manage organizational databases, spreadsheets, and files, as needed
  • Prepare attorney and staff subcontracts as requested
  • Assist with marketing and new business development as needed
  • Maintain a high level of confidentiality in all matters

Work Hours and Benefits:

Full-time, 40 hour/week with competitive compensation, health and vision care coverage, and paid vacation.

Qualifications:

  • Bachelor’s degree in relevant field; paralegal certification desirable
  • At least one (1) year of experience as an assistant in a law firm
  • Excellent organizational and administrative skills
  • Computer skills, including proficiency using Microsoft Office and Adobe Acrobat Pro
  • Knowledge of and experience with court procedures and legal terminology
  • Excellent written and verbal communication skills
  • Ability to work independently as well as in a group setting
  • Professional attitude and demeanor

Training and Education:

Proficiency in the use of computer software, browser-based applications (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat, etc.), and other relevant software programs is necessary.

We invite interested candidates to apply and join our team. We assure you that your application will be given due consideration.

What to Include on an Executive Assistant Resume or Job Posting

Common executive assistant responsibilities

  • Scheduling and coordinating meetings, appointments, and travel arrangements.
  • Preparing and editing correspondence, reports, and presentations.
  • Managing and maintaining executive's calendar.
  • Answering and screening phone calls.
  • Researching and gathering information for projects.
  • Developing and maintaining filing systems.
  • Assisting with special projects.
  • Managing expense reports.
  • Coordinating events and conferences.
  • Providing administrative support to other departments.

Qualities & traits

  • Organization: An executive assistant must be highly organized and able to manage multiple tasks at once.
  • Communication Skills: Executive assistants must have excellent communication skills, both written and verbal, in order to effectively communicate with other staff members, clients, and executives.
  • Discretion: Executive assistants must be able to maintain confidentiality and discretion when dealing with sensitive information.
  • Problem-Solving: Executive assistants must be able to think on their feet and come up with creative solutions when faced with a problem.
  • Adaptability: Executive assistants must be able to adapt to changing situations and handle unexpected tasks.
  • Time Management: Executive assistants must be able to manage their time effectively and prioritize tasks.
  • Interpersonal Skills: Executive assistants must be able to build relationships and work well with others.
  • Attention to Detail: Executive assistants must have an eye for detail and be able to pay attention to small details.
  • Technology Savvy: Executive assistants must be comfortable using technology, such as computers, phones, and other office equipment.
  • Resourcefulness: Executive assistants must be able to find information and resources quickly and efficiently.

What a typical day looks like for an executive assistant

An executive assistant’s day-to-day duties vary depending on the company and the executive that they are working for. Generally, an executive assistant is responsible for providing administrative support to the executive and other managers in the company. This can include managing the executive’s calendar, arranging meetings and taking meeting minutes, researching and preparing reports, tracking expenses, preparing presentations and other materials, coordinating travel arrangements, handling inquiries and requests from internal and external sources, and providing general support to the executive. In addition, they may be asked to take care of special projects and related tasks.

Compatible jobs and work history

Being an executive assistant requires a unique set of skills and experience. The ideal candidate should have strong organizational and communication skills, a keen attention to detail, and the ability to multitask under pressure. While it's preferable for an executive assistant to have prior experience in the role, there are many other job titles and industries that are compatible with the demands of the position. These can include roles such as administrative assistant, customer service representative, office manager, or even jobs in hospitality or retail.

Compatible job titles:

  • Administrative Assistant
  • Customer Service Representative
  • Office Manager
  • Receptionist
  • Sales Associate
  • Human Resources Assistant
  • Project Coordinator
  • Administrative Coordinator
  • Retail Manager
  • Event Planner

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