Executive Assistant Responsibilities

Executive assistant responsibilities play a crucial role in the smooth running of an organization and has got significance, mainly because these professionals function like the management by assisting in the daily routine of their seniors. They are responsible for handling a wide range of supporting administrative and executive duties that need to be handled independently with minimal or no supervision. Though the job may look simple, it is actually not very easy. You will realize it once you get an insight on the executive assistant responsibilities.

Key Responsibilities of an Executive Assistant

Executive assistants are responsible for the effective day-to-day management of various functions of their senior management personnel. The role and responsibilities differ from one organization to other; however, they mainly need to do clerical, research, and administrative tasks and are responsible for maintaining and updating relevant information in reports, handling correspondence, phone calls, mails, scheduling of meetings with clients, etc. To get a better and a clear idea, let us have a look at the detailed responsibilities that need to be carried out by an executive assistant:

To prepare correspondence, presentations, and interact with the internal staff members as well as external clients
To compile, assemble, and analyze relevant data and information by conducting research
To manage, arrange, and schedule meetings with clients, consultants, internal members, etc., thus ensuring better handling and management of the executive's calendar
To answer and direct the incoming calls promptly and efficiently to the appropriate party in a professional manner
To handle, monitor, and respond to the incoming electronic communication on behalf of the senior personnel and be responsible for receiving and interacting with the internal visitors and directing them appropriately
To ensure effective coordination and management of work as per priority and review the summarized reports and other relevant documents

Additionally, he also makes sure that he arranges the travel schedule, handles hotel accommodation and reservation, and fixes up appointments and schedules meetings as per the requirements. Occasionally, he may be required to supervise and train the lower level subordinates and review whether they are following the operating practices. He can also make suggestions to improve the efficacy of the organization. He serves as a liaison between the managers and the clients. He is involved in prioritizing mails, writing memos, noting the minutes of meetings, preparing the agenda, maintaining the office supplies and inventories, etc.

Thus, behind every successful executive lies the hard work, commitment, and dedication of an executive assistant who executes majority of their important duties, thus relieving the stress and pressure of the executives. The responsibilities are mainly handled by an executive assistant, while an executive just oversees his work. Thus, they are on the path of becoming future administrators and managers.

Essential Skills

To be a successful executive assistant, you need to have exceptional organization and management skills. You should be detail oriented as well as have strong verbal and oral communication skills, as the job requires you to handle telephone calls and manage electronic communication. Should be able to prioritize work and have effective time management skills to schedule and arrange various meetings and appointments. Should be proficient in computers, as they need to maintain relevant data and information. Must be flexible to travel at times with multitasking ability. Should be able to work independently as well as in a team. Should be able to maintain complete confidentiality about the business details.

Educational Background

The minimum requirement is a bachelor's degree related to administration, accounting, customer service, management, etc. A successful track record, demonstrating a professional experience in a similar profile would help you in getting the job more easily.

Work Hours

The daily routine of an executive assistant does not go beyond thirty to forty five hours per week. They may, however, need to extend their routine in the late evenings or at nights, in case they are required to attend the meetings, handle some important clients or are required to receive and attend some international visitors.

Salary for Executive Assistants

The salary varies depending on the type and size of the organization and the level of responsibilities one needs to handle in that firm. It also depends on your professional experience. The average salary deviates in the range of $40,000 to $65,000.

Career Prospects

There is much pressure that needs to be handled by the upper level management and administration executives. Hence, it is imperative that they will need to delegate their work to their executive assistants. Therefore, there are ample opportunities for those who want to secure a job in this profile. Moreover, the growth and career prospects are really bright for the talented professionals in this field which offer better salary packages.

Thus, effective handling of executive assistant responsibilities will ensure you to grow professionally as well as personally and assist you in achieving greater career heights.