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
  • Understands confidentiality

Job Tasks

  • Work closely with CEO
  • Provide customer support
  • Manage calendars and schedule appointments (one-off and recurring), organize follow-ups for networking contacts
  • Coordinate speaking engagements, send out media releases, and prep documents
  • Screen calls (calls customer service or waits on hold) and maintain contact details
  • Manage daily expenses such as purchasing event tickets, returning merchandise, confirming refunds, and buying and shipping items for internal use
  • Research weekend activities and research relevant questions
  • Organize to-do’s, sends reminders, processes emails, order food for meetings and events
  • Track birthdays and events, arrange gifts, write and distribute letters
  • Schedule travel and accommodation arrangements, prepare executive’s check-in for flights, manage 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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