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Executive Assistant

Our company’s on the lookout for a skilled Executive Assistant who will be able to provide support to us in a proactive and timely manner. An Executive Assistant’s duties will involve duties like managing the executive’s schedule, handling their correspondence, preparing analyses and ensuring implementation of objectives promptly.


Administration Industry

Administration focuses on aiding business growth by running different operational processes in an organization. It is responsible for providing a productive workspace and comprises of facilities, human resources, legal team, etc.


What to expect from the role

  • Hands-on experience working superiors with various administrative tasks and coordinate with department members.
  • Learning how to organize and multitask multiple deadlines and projects.
  • Learn on the job about the best practices in the industry.
  • Exposure to the industry and working with experts.


Responsibilities

  • Assist an executive by being the point of contact for all communication i.e the phone, email, fax etc. Duties also include interfacing with clients
  • Manage the executive’s schedule by arranging appointments, travel itineraries etc.
  • Produce reports for the executive, based on historical references or research, as requested
  • Keep information confidential and secure through the use of backups and appropriate security software
  • Manage office supply inventory and maintains stock levels to ensure smooth functioning
  • Maintain and improve the office filing system
  • Represent the executive in their absence by attending meetings and taking notes
  • Assist other employees as per the executive’s wishes
  • Maintain professional knowledge levels by attending workshops and following publications


Requirements

  • [X] years of experience working as an Executive Assistant or in a similar position preferred
  • High school degree
  • PA certification is a plus
  • Strong organizational skills with an eye for detail
  • Tech-savvy and acquainted with office management procedures
  • Excellent verbal and written communication skills


Average Salary

On average $61,932 per annum.

Source - glassdoor.com

Career Path

Executive Assistant is an entry-level job. It is the role responsible for providing general administrative and executive support. It also includes tasks like being the point of contact, maintaining records and a filing system. It is a stepping stone if you are looking to make a career in the field of administration. Here are a few steps you can take towards this job role:

  • Any formal training or education like an associate’s degree in administrative assisting.
  • Vocational training is preferred too.


Career Progression

With ample experience in this job role and required training, you can advance your career to other job roles such as:

  • Project Coordinator
  • Office Manager
  • Project Manager


Sample Questions

Personal
  • Why did you want to become an administrative assistant?

  • Where do you see yourself in 5 year?

  • What are the various roles you will ideally take up in this job according to you?

Human Resources
  • How comfortable are you working with different departments across the company?

  • Would you be okay with taking on other clerical tasks in case an employee is unavailable?

  • What makes you think you’d be a good fit with our company culture?

Management
  • How would you interact with someone you don’t get along with?

  • Why did you want to join our organization?

  • How would maintain a filing system?

Technical skills and knowledge
  • Have you ever had to handle confidential information, how did you do so with care?

  • What are the various software you are familiar with and how are they relevant to your job roles?

  • What are the key points to properly entering data and record keeping?