Profession executive assistant

Executive assistants are advanced administrative professionals who work with top-level executives or in international facilities in various industries. They organise meetings, organise and maintain files, arrange travel, train staff members, communicate in other languages, and manage the day-to-day operations of the office.

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Personality Type

  • Conventional / Enterprising

Knowledge

  • Company policies

    The set of rules that govern the activity of a company.

Skills

  • Coordinate events

    Lead events by managing budget, logistics, event support, security, emergency plans and follow up.

  • Organise travel arrangements for staff

    Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.

  • Manage office facility systems

    Keep management and serviceability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use inside the company, and office networks.

  • Perform clerical duties

    Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.

  • Draft corporate emails

    Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.

  • Disseminate messages to people

    Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.

  • Perform business research

    Search and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.

  • Use different communication channels

    Use various types of communication channels such as verbal, handwritten, digital and telephonic communication with the aim of constructing and sharing information and ideas.

  • Process commissioned instructions

    Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

  • Build business relationships

    Establish a positive, long-term relationship between organisations and interested third parties such as suppliers, distributors, shareholders and other stakeholders in order to inform them of the organisation and its objectives.

  • Translate keywords into full texts

    Draft e-mails, letters and other written documents on the basis of keywords or key concepts outlining the content. Choose the appropriate format and language style according to the type of document.

  • Apply information security policies

    Implement policies, methods and regulations for data and information security in order to respect confidentiality, integrity and availability principles.

  • Maintain register of shareholders

    Keep an accurate register of shareholders and monitoring changes in share ownership of the company.

  • Manage personnel agenda

    Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.

  • Use office systems

    Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

  • Fix meetings

    Fix and schedule professional appointments or meetings for clients or superiors.

  • Observe confidentiality

    Observe the set of rules establishing the nondisclosure of information except to another authorised person.

  • Communicate schedules to the people concerned

    Convey relevant scheduling information. Present the schedule to the persons concerned, and inform them of any schedule changes. Approve the schedules and verify that everyone has understood the information sent to them.

  • Liaise with managers

    Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.

Optional knowledge and skills

communicate with customers support development of annual budget international tariffs prepare financial statements manage payroll reports create import-export commercial documentation show intercultural awareness work in an international environment speak different languages translate language concepts prepare presentation material prepare tax returns forms build international relations liaise with board members revise drafts made by managers international import export regulations

Common job titles

  • Executive assistant ii
  • Program coordinator / executive assistant
  • Executive assistant
  • Executive admin
  • Sr executive administrative assistant
  • Executive assistant to the chancellor
  • Executive assistant | hr