Role and Responsibilities
An administration assistant to the chief executive officer (CEO) provides high-level, confidential administrative support to the office of the CEO. Duties may be clerical, administrative and project-based and include scheduling travel, arranging meetings, prepare presenting deck, handling information requests. This position is often privy to confidential information and as such, requires diplomacy and discretion.
(1)Manage CEO’s Schedule
The administrative assistant has the responsibility to manage CEO’s schedule and workload and ensure CEO is adequately prepared for meetings. Prior to meetings, the administration assistant may prepare the meeting agenda and provide needed background information to the CEO. It is also his/her responsibility to ensure the CEO is briefed on her daily schedule to ensure CEO arrives on time and knows where to be. Whenever it is appropriate, the administrative assistant will facilitate the prioritization of meetings to manage the appropriate workload of the CEO. He/She needs to be proactive in managing the phone calls, meeting requests and the routine inquires.
CEO needs to travel frequently and it is the responsibility of the administration assistant to arrange travel and logistics. This may include booking flights, car rental, ground transportation, and hotel accommodations. The administration assistant is also responsible for arranging meetings, providing needed background information and completing expense reports for reimbursement after the trip.
(3)General Administrative and Clerical Tasks
The administration assistant also provides general administrative and clerical tasks such as answering phones, faxing, mailing, scanning, filing and photocopying. The administration assistant also may be required to arrange logistics for visitors/candidates, coordinate conference calls, transcribe notes and type correspondence. The administrative assistant will ensure the office and/or the conference locations are well arranged for the CEO to manage the work as well as to host business guests. In addition, the administrative assistant may provide general administrative support and clerical tasks for the Executive Team members reporting to the CEO.
Qualifications and Education Requirements
While a bachelor’s degree is preferred, an associate degree may be acceptable with sufficient previous work experience with 5+ years of experience supporting senior managers, strong computer skills, manage upwards, handle confidential information and multitask. Personal attributes such as discretion, a high level of professionalism, strong attention to detail, organization and written and verbal communication skills are also sought.
Strong Excel, Word, Outlook and Power Point skills.
Excellent communication skills across all professional levels and functions.
Excellent interpersonal skills.
Proactive with the ability to work efficiently and effectively under tight time frames