Executive Assistant

Work with CEO, senior managerial or Directorial staff to provide administrative support, usually on a one-to-one basis. The Executive Assistant helps the CEO to make the best use of their time by dealing with secretarial and administrative tasks.

Responsibilities:

1. Dealing with incoming email, highlighting urgent correspondence and printing attachments, faxes, and post, often corresponding on behalf of the CEO.
2. Organizing and maintaining the CEO's diary, making appointments, and sending reminders to keep him/her on track.
3. Organizing meetings and booking meeting rooms.
4. Keeping and maintaining an accurate record of papers and electronic correspondence on behalf of the CEO.
5. Producing documents, briefing papers, reports, and presentations.
6. Answering and screening telephone calls and forwarding them to the concerned person.
7. Maintaining the current filing and database system, and looking for ways to improve current systems.
8. Preparing financial statements, reports, memos, and other documents.
9. Arranging travel, and occasionally, traveling with the superior to take notes or dictation at meetings and company events, providing general assistance during presentations.
10. Meeting and greeting visitors at all levels of seniority.
11. Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
12. Organizing and attending meetings and ensuring the CEO is well prepared for meetings. Taking dictation and minutes.
13. Liaising with clients, suppliers, and other staff.
14. Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
15. Completing projects by assigning work to clerical staff; following up on results.

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