New Job: Executive Assistant

New Job: Executive Assistant

Requirements

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Create, maintain, and enter information into databases.
  • Use computers for various applications, such as database management or word processing.
  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  • Project a professional presence and exemplify loyalty
  • Actively maintain confidentiality

Job Tasks

  • Works closely with CEO and provides customer support
  • Schedules appointments (one-off and recurring), organizes follow-ups for networking contacts, handles thank you cards
  • Coordinates speaking engagements, sends out media releases, preps documents
  • Screens calls (calls customer service or waits on hold) and maintains contact details
  • Purchases event tickets, selects, buys, and ships items
  • Returns merchandise and checks on refunds
  • Researches weekend activities and researches relevant questions
  • Organizes to-dos, sends reminders, processes emails
  • Tracks birthdays and sends gifts, plans vacations, checks in for flights, orders and delivers food, makes dinner reservations

Knowledge

  • Clerical — Knowledge of administrative and clerical systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Customer and Personal Service — Knowledge of processes for providing customer/personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skills

  • Accounting software — Xero
  • Data base user interface and query software — Microsoft Access 
  • Operating system software — Apple macOS, Microsoft Windows
  •  Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Service Orientation — Actively looking for ways to help people.

Abilities

  • Oral Comprehension — Listening to and understanding ideas presented through spoken words and sentences.
  • Oral Expression — Communicating information and ideas, through speech, so others will understand.
  • Written Comprehension — Understanding information and ideas presented in writing.
  • Written Expression — Communicating information and ideas, in writing, so others will understand.
  • Near Vision — The ability to see details at close range (within a few feet of the observer).

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