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Executive Administrative Assistant Job Description

A female executive administrative assistant wearing glasses holding a notepad and sitting in front of her monitor

Executive Administrative Assistants provide high-level administrative support to executives. This includes assisting with report preparation, taking calls, scheduling meetings, note-taking and other office responsibilities.

They should have exceptional project management and organizational skills, excellent verbal and written communication and an overall proactive attitude.

A female executive administrative assistant wearing glasses holding a notepad and sitting in front of her monitor
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Executive Administrative Assistant Job Overview

We at [Company Name] are looking for an Executive Administrative Assistant who will report directly to our [Position Title].

Your responsibilities include providing administrative support, assisting with the preparation of daily/weekly/monthly/annual reports, scheduling and arranging meetings and relevant logistics and other office duties.

We’re looking for someone with at least [Number] years of administrative experience, a good grasp of office suites and cloud-based applications and excellent multitasking and communication skills.

Salary: $56,000–$63,000/year

Schedule: Full-time, office-based

Executive Administrative Assistant Duties & Responsibilities

  • Schedule and coordinate appointments, meetings and conferences for executives
  • Manage and prioritize daily schedules, ensuring optimal use of executives’ time
  • Screen and respond to emails, calls and inquiries on behalf of executives
  • Draft and edit professional correspondence, reports and documents
  • Arrange travel itineraries, including accommodations, flights and transportation
  • Prepare and proofread reports, presentations and meeting materials
  • Organize and maintain accurate filing systems for easy retrieval of documents
  • Coordinate logistics for meetings, including room setup, audiovisual equipment and catering
  • Record meeting minutes and follow up on action items
  • Maintain and update contact databases
  • Compile and analyze data to generate reports and summaries
  • Assist in project management responsibilities by tracking deadlines, milestones and deliverables
  • Utilize software tools (e.g., Microsoft Office Suite, Google Workspace) for document creation, communication and data management
  • Oversee office supplies, equipment and maintenance

Executive Administrative Assistant Experience Requirements & Skills

  • Proven experience of at least [Number] years as an executive administrative assistant or in a similar role
  • Familiarity with executive office protocols and a track record of handling confidential information
  • Strong written and verbal communication skills, including professional correspondence and minute-taking
  • Proficiency in travel coordination, calendar management and scheduling, ensuring optimal time management
  • Strong technology proficiency, including the use of standard office software
  • Excellent organizational, verbal and written communication and interpersonal skills, acting as a liaison between executives and internal/external stakeholders
  • Project management skills, including tracking deadlines and milestones and coordinating project-related tasks

Executive Administrative Assistant Education & Qualifications

  • Associate or bachelor’s degree in business administration or a related field
  • Certifications in project management, administration, organizational management or a related field are a plus

Executive Administrative Assistant Job Description Template — Free Download

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