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Executive Assistant Job Description: Top Duties and Qualifications

An Executive Assistant, or Corporate Secretary, is someone who supports the management of a particular individual within an organization. Their duties include helping coordinate meetings and calendars, compiling data to prepare papers or presentations, and often acting as a representative to their assigned executive.

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What does an Executive Assistant do?

An Executive Assistant acts as the support person for company executives, celebrities, and political or government officials. Executive Assistants help with various administrative and organizational needs, such as setting up appointments and overseeing schedules. Acting as a gatekeeper, an Executive Assistant helps to decide which phone calls, emails, or in-person meetings get through to their boss. They also conduct business with other colleagues or external vendors on behalf of their executive.

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Executive Assistant Job Description Examples:

Example 1

Company description

HeadHeartHand Foundation is a non-profit organization located in Surrey, British Columbia, Canada and open to all members of the public. Our focus is to create an enabling environment to promote and teach holistic education in our community focusing on education of the Head, Heart and Hand. Our primary Purpose is to relieve poverty by providing support to vulnerable members of our community, advance education through empowerment programs and advance religion with various outreach programs.

Job description

HeadHeartHand Foundation is an inspiration and a call to service for us to develop our immediate community and reach out to the nations. It takes a community to develop a community, we look forward to your support and participation as we embark on this giant stride of holistic education.

We are looking for an Executive Assistant to the President/CEO of our 3H Consortium to support the daily operations of our team covering about 3 organizations. Our current focus is on Strategy and Operations. This is a paid position with lots of opportunities to grow and learn. This role will support the Board of Directors in implementing the mid-term strategic goals and objectives. Interest in Information Technology and Non-Profit/Charity is an added advantage. This role also presents an opportunity to gain valuable Canadian work experience.

Primary Responsibilities:

  • Office Program Scheduling and Event Management
  • Strategic Research & Operational Management
  • Digital Media and Social Media Management
  • Project Management and Office Administration
  • Meeting organization and reporting

    Minimum Qualification:

  • Ability to legally work in Canada. Valid Work Permit/Permanent Resident/Citizenship/Refugee Status
  • College/Post-Graduate Student (currently enrolled) is preferred for flexibility
  • At least, a High School Diploma is required
  • Proficient in the use of Office productivity tools such as Word, PowerPoint, Excel, Sway, etc.
  • Proficient or interest in Social Media Platforms for Digital Adaptation
  • Interest in the use of Technology and Innovation
  • Ability to research and independently obtain information from web search engines on relevant programs that aligns with our goals and objectives

    General Information

  • Location: Hybrid [Surrey, BC and Remote]. This role is not open to those outside BC or unable to physically commute to the office location.
  • Wage: Paid position. 17 CAD/hour
  • Hours: Mon-Sat approx. 20 hours per week
  • Typical work schedule will be between 9am - 7pm Vancouver Time based on the candidates availability.
  • Interest in Information Technology and Non-Profit & Charity is an added advantage.
  • Good record of volunteers hours is an added advantage

    Job Types: Part-time, Fixed term contract, Casual
    Contract length: 4 months
    Part-time hours: 5 per week

    Salary: $16.75-$17.00 per hour

    Benefits:
  • Company events
  • Flexible schedule
  • Paid time off
  • Work from home
    Flexible Language Requirement:
  • French not required
    Schedule:
  • Monday to Friday
  • Weekends as needed
    Supplemental pay types:
  • Overtime pay

    COVID-19 considerations:
    This is an Hybrid Job environment. Candidate is expected to adhere to the COVID-19 Precautions and Guidelines provided by the Government of Canada and Province of British Columbia.



    Ability to commute/relocate:
  • Surrey, BC V3V 1Z2: reliably commute or plan to relocate before starting work (required)

    Application question(s):
  • Are you satisfied working with our Mission, Purpose and Vision?
    [website]

    Education:
  • Secondary School (required)

    Willingness to travel:
  • 25% (required)


    Work Location: Hybrid remote in Surrey, BC V3V 1Z2


    Application deadline: start date: 2023-09-11

    • Example 2

    Verismo Health Inc.
    [website]

    Verismo Health is a startup that focuses on clinic building, practice management and the development of software solutions to enhance clinical workflow.

    Role: Executive Assistant / Intern

    In this role, you will be required to drive and be trained to conduct regular site visits across our clinics in the GTA, Belleville, Trenton, Waterloo and Hamilton. During these visits, you will develop and ensure the adherence of the staff to our strict standard operating protocols that focus on patient satisfaction. You will be trained on two primary EMRs: OSCAR and Accuro, and be responsible for the training and onboarding of any new staff members at the clinics. You will report directly to the president/CEO and may also be required to drive him to various clinics.

    The Ideal Candidate:

  • University student in pursuit of a healthcare occupation, the president/CEO is UofT/UHN affiliated and can support the staff with strong reference letters
  • Capable of driving long distances, G license required
  • Independent thinker, knows how to handle complex situations without constant supervision
  • Tech-savvy and a quick learner

    Hours

  • Mon-Sun, must have flexible availability, we will not call you during times when you are not available, regular clinic visits are scheduled at least one week in advance
  • On call as needed from 9 am - 5 pm, not mandatory but an asset if you can be available
  • Wage: $16/hour, contract based

    Job Type: Internship / Co-op

    Salary: $16.00-$20.00 per hour

    Schedule:
  • Monday to Friday
  • On call
  • Weekend availability



    Application question(s):
  • Are you currently enrolled in a Canadian university program?
  • You must have a vehicle for this position, do you have a vehicle?

    Education:
  • Secondary School (required)

    Language:
  • English (required)

    Willingness to travel:
  • 100% Location: On the road

    • Example 3

    Looking for a local Executive Wingman or Wingwoman to Our Creative Director who can help tell stories, create journies or develop brands with imagination

    We are a 25 year old brand strategy & creative agency that focuses on B2B Technology companies, primarily in the broadband space. We are passionate creatives. Our projects include logo design, brand strategies, website development and videography.

    We are looking for a marketing lead and co-ordinator who will work along side the creative director. We are a family oriented, eclectic bunch of creatives who enjoy pop culture, sushi and music.

    Duties include:

    Marketing Project Virtuoso:(lets see how cheesy we can make this)

  • Swiss Army Knife: Tackle the management of the unexpected, and sometimes the downright quirky projects that come our way (nothing crazy - mostly websites, brand strategy and marketing campaigns)
  • Playbook Pioneer: Dive deep into our project rollout, ensuring everyone�s on the same page (literally and figuratively).
  • Boardroom Bard: Chronicle our project tales, capturing the essence, the milestones, and those tiny eureka moments.
  • Concierge of Creativity: Schedule board pow-wows, fancy dinners, and maybe an impromptu brainstorm or two.

    Communication Captain: Spearhead executive communications. That's calls, emails, and chitchats with our eclectic clientele, partners, and maybe an occasional coffee barista or lunchtime Connoisseur

  • Time Coach: Work that calendar magic. Organize, prioritize, and synchronize.
  • Treasure Keeper: Oversee expense reports and keep our digital vault (Google Drive) shipshape.
  • Meetup Maestro: Prep and prime for those crucial sit-downs, both inside our walls and out in the wild.
  • Cringe Tamer: Keep that cringy language (much like this ad) in check
  • Lock & Key: Discretion isn�t just advisable; it's your second nature.
  • Smooth Operator: Professionalism is your default setting, but with a sprinkle of pizzazz.
  • Wordsmith: Whether it�s an email or a tweet, you've got a way with words.
  • Digital Dynamo: Google Workspace? More like your playground.
  • Problem Wrangler: You see a challenge, you ride it, you tame it.

    About YOU!

    Of course, here's a succinct bullet-point list of the qualifications for the role so pay attention:

    Technical Proficiencies:

  • Proficient in Google Workspace (Drive, Docs, Sheets, Calendar, Meet).
  • Knowledge of MS Office Suite (Word, Excel, PowerPoint).
  • Experience in marketing, branding &/or design.

    Skills and Competencies:

  • Strong written and verbal communication.
  • Excellent organizational and multitasking skills.
  • Handles confidential information discreetly.
  • Proactive problem-solving skills.
  • Adaptable in a fast-paced environment.
  • High attention to detail.
  • Time management proficiency.
  • Strong interpersonal skills.

    Industry-specific Knowledge:

  • Understanding of creative agency workflows.
  • Knowledge of B2B technology brands.
  • Familiarity with branding, design, and marketing strategies.

    Become part of a team of creatives who work hard during the day, clock out at night, and value both family and downtime.

    Job Types: Full-time, Part-time
    Part-time hours: 30-40 per week

    Salary: $55,000.00-$65,000.00 per year

    Benefits:
  • Dental care
  • Extended health care
  • Paid time off
    Schedule:
  • Monday to Friday
    Supplemental pay types:
  • Bonus pay



    Ability to commute/relocate:
  • Waterloo, ON N2V 1C5: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School Location: In person

    • Example 4

  • Position Title: Executive Assistant
  • Department: Administration
  • Reports to: Executive Director

    The Executive Assistant role is ideal for a candidate with strong administrative and relationship building skills who will play an important role in Impact North Shore in delivering the mission and vision. Strong administrative, organisation, and relationship building skills are required for this position.

    Summary

    This position provides professional administrative support to the Executive Director and leadership team to support operating efficiency. The role accomplishes this through a respectful, constructive, and energetic style, guided by the mission and vision of the organisation.

    Key Duties

  • Assist with the preparation of standard correspondence.
  • Monitor, screen, respond to and distribute incoming communications.
  • Set up and complete administration associated with board, leadership and external meetings in hybrid environment.
  • Support with the development of agendas and take meeting notes, as required.
  • Research data to prepare documents for review and presentation and updates the Board and leadership portals, as needed.
  • Assist with the development and maintenance of external communications and communications lists.
  • File and retrieve records, document and reports and updating board portal.
  • Assist with managing the processing of expenses.
  • Manage complex office administrative work requiring the use of independent judgment and initiative.
  • Provide general administrative support and supports general organizational administrative function as required.

    Requirements

  • Proven experience as an executive assistant or other relevant administrative support experience
  • Excellent written and oral communication skills with a keen eye for detail.
  • Excellent knowledge of Microsoft Office including Word, Excel, Outlook and PowerPoint, (SharePoint) and social media platforms
  • Ability to work independently and prioritize accordingly to effectively manage multiple projects and deadlines
  • Professional verbal and written communication skills
  • Very strong interpersonal skills and the ability to build relationships
  • Ability to maintain confidentiality of highly sensitive information
  • Proactive approach to problem- solving with strong decision-making skills

    Key Competencies

    Values. Behaves consistently with clear personal values that complement Impact North Shore�s values of excellence, diversity, and respect.

    Integrity & Ethics. Ensures integrity in personal and organizational practices. Builds a respectful and client-centered workplace.

    Innovation. Thinks creatively; is open to new ideas and technologies. Is committed to developing effective and new approaches to service excellence. Is flexible and adaptable to meeting changing demands of clients, funders, and other stakeholders.

    Accountability. Accepts and creates a culture of accountability; fosters personal growth; takes personal ownership. Is self-aware and demonstrates a commitment to ongoing learning and continual improvement. Assesses risk and develops risk mitigation strategies.

    Engagement. Shows passion for the job and the mission of Impact North Shore. Engages people, organizations, and partners in developing goals, executing plans, and in delivering results.

    Effective Communication. Fosters open communication, listens to others, speaks effectively, and prepares written communication so that messages are clearly understood.

    Organized & Efficient. Plans ahead and works in a systematic, organized way. Follows directions, procedures and ensures deliverables are met on time + in accordance with agreed standards.

    Qualifications, Skills, and Experience

  • Bachelor's degree in business or related field
  • 2 years of related experience
  • Ability to work on tight deadlines while producing high-quality work
  • Creates synergy with team by effectively delegating responsibilities and managing deliverables
  • Excellent business acumen and ability to exercise sound judgment and prioritization

    Additional Information

  • Salary:$23.00 - $26.00 / hour commensurate to experience, plus competitive benefits package
  • Work Schedule: 21 - 28 hours /week
  • Work Environment �on-site
  • Closing Date: Applications will be reviewed and considered upon submission.

    Resume and cover letter to:Hiring Committee � Executive Assistant

    Impact North Shore is an Equal Opportunity Employer. Only short-listed applicants will be contacted. No phone calls please.

    Job Type: Part-time
    Part-time hours: 21-28 per week

    Salary: $23.00-$26.00 per hour

    Benefits:
  • Dental care
  • Employee assistance program
  • Extended health care
  • Flextime
  • RRSP match
  • Vision care
    Schedule:
  • Monday to Friday

    COVID-19 considerations:
    Impact North Shore strictly follows the guidelines and mandates of the PHAC, as well as the local health authorities.

    Ability to commute/relocate:
  • North Vancouver, BC: reliably commute or plan to relocate before starting work (required)

    Experience:
  • executive or related administrative: 2 years Location: One location

    • Example 5

    BDDM Financial Consulting Co., Ltd. upholds professional professionalism and the concept of understanding customer needs from their perspectives, and strictly selects insurance products and investment products of all Canadian insurance companies for you. These include: life insurance, critical illness insurance, disability insurance, travel insurance and segregated funds.

    "BDDM system represents Balance, Direction, Distinction, and Morality. These four core values ??are firmly ingrained in the hearts and minds of each of our team, we provide you with honest and reliable service according to your immediate needs."

    Our mission is to pass your wealth on for you, use insurance plans to achieve optimal taxation, and help you avoid risks and enjoy life?. For more than 15 years, we have been rooted in Vancouver?, and properly allocate assets to solve your worries.

    As our team continuously grows and strives for excellence, we are now hiring a Executive Assistant who is dedicated, thoughtful, and responsible. If you believe you would be a great fit, welcome to apply!

    Visit us at [website]

    Main Responsibilities

  • Check and ensure premium paid for policy before due date
  • Work with insurance company, to coordinate, and report.
  • Prepare and follow up with Insurance Applications, such as Life, Investment, Travel and more, from Allianz/Manulife/Tugo, etc.
  • Obtain insurance es, Annuity Quote and fill, submit, check applications.
  • Update, check, record accounting records on BDDM Financial Counsultants, and sub-company Wise House Education.
  • Follow up with tax filing with client and accountant during tax seasons
  • Support the director with other specific projects/tasks as required.

    Qualifications

  • Bachelor�s Degree in related fields
  • 3+ year experience in an office setting, finance, business, administrative or related role.
  • Fluent in English and Mandarin is a must
  • Strong writing and communication skills
  • Superior time management and organizational skills with the ability to meet deadlines
  • Strong adaptability to work independently and within a team
  • Proficient with Microsoft Word; experience with Excel

    Job Type: Full-time

    Salary: $45,000.00-$55,000.00 per year

    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Vancouver, BC: reliably commute or plan to relocate before starting work (required)

    Willingness to travel:
  • 25% (required)

    Work Location: One start date: 2023-01-16

    • Executive Assistant duties and responsibilities

    The list of duties and responsibilities of an Executive Assistant is quite large and can change depending on an employer’s needs. Duties and responsibilities needed to excel in an Executive Assistant role include: 

    • Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
    • Filing important documents, such as reports, meeting notes, emails, and letters
    • Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
    • Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
    • Conducting research and creating reports on various topics based on the needs of the executive
    • Planning and organizing events that take place externally, such as fundraisers, sporting tournaments, and appreciation events
    • Keeping important information and documents organized physically, and electronically
    • Maintaining a high degree of discretion and confidentiality

    Executive Assistant skills and qualifications

    A successful Executive Assistant candidate will have a variety of hard and soft skills needed to do their job well on a daily basis. Examples of these skills include: 

    • Exceptional attention to detail
    • Communication and interpersonal skills
    • Ability to conduct research and create reports or presentations
    • Time management
    • Ability to learn quickly
    • Ability to handle sensitive information with discretion
    • Basic computer and office equipment skills
    • Ability to work in a fast-paced environment

    Executive Assistant experience requirements

    The amount of experience required for an Executive Assistant depends on the size of an organization and whether training will be provided. Most companies look for an Executive Assistant who has at least two years of related experience. However, if training is provided, previous work experience may not be a necessity as long as the applicant has the soft skills to match the position.

    Executive Assistant education and training requirements

    Depending on the industry in question, education requirements may include a high school diploma or GED. However, many employers seek a candidate with a higher level of education, such as a bachelor’s degree or a college diploma. When listing post-secondary requirements in a job posting, degrees in business administration, secretarial studies, or industry-related areas are the best options.

    Executive Assistant salary expectations

    According to Indeed Salaries, the average salary for Executive Assistants is $53,970 per year. Of course, this number fluctuates depending on experience, location, and company.

    Job description samples for similar positions

    If an Executive Assistant isn’t quite what you are looking for, there are other job positions with similar attributes, including:

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    Executive Assistant job description FAQs

    What is expected of an Executive Assistant?

    An executive assistant is expected to maintain a high degree of confidentiality while maintaining the calendar, professional correspondence, and time of the company executive. It is important that an Executive Assistant represents the executive to external partners including vendors, clients, customers, colleagues, and the media. When managing an office is part of the job, an Executive Assistant can also expect to perform such tasks as supply inventory, answering incoming calls, maintaining electronic and paper records, as well as recording and distributing meeting minutes.

    What is the difference between an Executive Assistant and an Administrative Assistant?

    The role of an Executive Assistant and Administrative Assistant are very similar, but there are key differences. Both roles require excellent time management, organizational, communication, problem-solving, computer, and interpersonal skills. An Executive Assistant, however, is responsible for acting on behalf of a company executive, celebrity, or government official. They will often attend meetings or events on behalf of their manager and report back with notes or a presentation. Therefore, an Executive Assistant requires in-depth knowledge about the role of the executive while an Administrative Assistant holds a more general role in the company.

    What is the most important function of an Executive Assistant?

    The most important function for an Executive Assistant is the ability to maintain confidentiality. Because they often manage the personal and professional calendar for an executive, politician, or celebrity, their discretion is of utmost importance.

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