Executive Assistant __LINK_

The role of an executive assistant is important to the success of the executive and, as a result, the company. An executive assistant helps the executive for whom they work with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job.

To write a job description that will appeal to qualified candidates, you should talk directly with the executive to find out their top priorities for the executive assistant. Ask them whether they have any unique working habits or preferences to note. For instance, if the executive travels frequently, you will want to include responsibilities regarding making travel arrangements and handling travel receipts in the job description.

Executive Assistant

Download File 🔥 https://urluso.com/2y3JPg 🔥

In this section, we share examples of executive assistant job descriptions found on LinkedIn from various industries to help you craft your own. The first job description is a good example of a job brief for an executive assistant. The second job description includes a comprehensive list of responsibilities to consider including in your job description. And the third example shows the common skills, qualifications and background of an executive assistant.

All of this is to say if you are an Executive considering whether or not to combine the role of Executive Assistant and Chief of Staff, think carefully. The President of the United States has both an EA and a Chief of Staff and a myriad of other assistants and aides to help carry out his agenda. The EA handles the immediate needs and is an organizational ninja, while the Chief of Staff may be handling a particular initiative or gathering information in order for the President to make a decision. Both individuals serve very important, yet different functions in an organization.

I design my time and learning strategy for the first 30-60-90 days. I don't organize myself for the long haul right away. As I gain more context and learn about the organization and the executive(s), I begin to develop a system that fits the need.

The first 30 days are spent understanding the history of both the organization and the executive(s). I ask myself and others why certain things are done in specific ways, why am I doing this, what is the priority, etc. With more exposure to these things, I start to look for ways to integrate myself with the people and the organization by taking on tactical tasks. To gain knowledge, I set up meetings with as many executives and people as I can.

The next 30 days are to study, identify my core responsibilities and begin to form relationships. It is imperative to #learn what the executive(s) role is and what he/she does, what stage of development the organization is in, learn the various functions, and lingo and begin to connect the dots. As I assess and collaborate, I start to identify my core responsibilities. Once the core responsibilities are determined and streamlined, I look for professional development opportunities or what else I can do beyond my core responsibilities. This is when I also start to build #relationships with the executive(s), his/her reports, other admins in the organization and all colleagues in general. During this period there are bound to be mistakes and #learning moments. I let my executive(s) know that I will initially be in a reactive mode but am working towards transitioning to a more proactive mode.

Now, most of the relationships are growing and I'm getting a better sense of the executive(s) and the organization. I start to #optimize myself and become one with the flow/rhythm. When supporting executives with extensive travel, 90 days isn't enough to experience this rhythm. I have come to learn that with executives who travel heavily, it takes about 6 to 7 months for this rhythm to develop. This is because it takes time to be able to anticipate the needs of the executive(s) and the organization.

Nothing about my career has been predictable. In 1975, when I graduated from Rutgers University with a degree in theater and English literature, my dream was to be an actress, not an assistant. Those dreams lasted for about three months before the frustration of rejections sent me to seek work behind the curtain. Determined to somehow be in show business, I began working in theater box offices selling tickets.

12/23/1997 08260

EXECUTIVE ASSISTANT

DEFINITION: This is highly responsible management work as a staff assistant to a Secretary or Deputy Secretary of a department.

An employee in this class is responsible for carrying out a wide variety of staff assignments in assisting in the internal executive activities of the Secretary's or Deputy Secretary's office and the agency as a whole. Work involves coordinating research projects from many sectors of the department to develop recommendations for agency and program policy; representing the Secretary or Deputy Secretary at meetings, conferences, and public forums to articulate agency policy and program objectives; preparing position papers for review by the Secretary or Deputy Secretary describing program policy and impacts; meeting with Federal, state and local officials to provide or solicit information on shared programs; working with the agency Legislative Liaison to provide information and analysis of proposed legislation; representing the Secretary or Deputy Secretary in meetings concerned with agency accreditation; and conducts special studies and analysis of management operations within the agency as directed by the Secretary or Deputy Secretary. Work also involves drafting sensitive correspondence and reports for the Secretary's or Deputy Secretary's signature; advising top management of new developments and national trends impacting agency programs; and meeting with a wide range of public interest groups to engender public support for agency programs and provide information on program objectives and accomplishments. Employees in this class may supervise a small professional and clerical staff, however supervision is incidental to

the primary objectives of the job. Work is assigned in the form of project objectives and expected outcomes and is reviewed by a Secretary or Deputy Secretary through written reports, conferences, and an evaluation of overall results.

EXAMPLES OF WORK: Coordinates studies and research projects which cross program lines and develops recommendations for agency and program policy impacting agency programs.

Advises the Secretary or Deputy Secretary on programmatic trends impacting programs and recommends program and program policy changes to meet current and future needs.

Drafts sensitive position papers, correspondence, program evaluations, and organizational analysis for the Secretary's or Deputy Secretary's review and signature.

Acts as the Secretary's or Deputy Secretary's liaison to the agency's Legislative Liaison Office providing analysis of proposed legislation and assisting in the presentation of data and exhibits to demonstrate the agency position and accomplishments.

Acts as the point of contact for agency accreditation initiatives including articulating accreditation standards to the Secretary, Deputy Secretary and managers within the agency and monitors the accomplishment of goals and objectives.

Conducts special analyses and studies to evaluate the effectiveness of programs and organizational responsiveness to program needs and changes as directed by the Secretary or Deputy Secretary.

Represents the Secretary or Deputy Secretary at meetings, conferences, and public forums to articulate agency policy and program objectives; and performs public speaking assignments to market and engender public support for agency programs, and provide information on program objectives and accomplishments.

Assists in liaison with Federal, state and local officials to insure the smooth coordination of services, funding, and support to all entities impacted by agency programs.

Assists the Secretary or Deputy Secretary in developing and reviewing the annual budget request by reviewing program proposals for adherence to overall administration and agency goals and initiatives.

Employees in this class may participate in the performance of their subordinates work consistent with operational or organizational requirements.

Performs related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of the principles and practices of public administration.

Knowledge of the theory and modern techniques of governmental fiscal management, budgeting, personnel administration and administrative analysis.

Knowledge of the principles and practices of public relations.

Knowledge of modern office management methods.

Ability to exercise judgment and discretion in applying and interpreting departmental policies and procedures.

Ability to write and express ideas effectively.

Ability to read, comprehend and interpret complex legislative proposals, program evaluation reports, policy issuances, and related materials.

Ability to carry out assignments requiring the obtaining of facts, organization of material, evaluation of data obtained, and preparation of pertinent recommendations.

MINIMUM EXPERIENCE AND TRAINING: Six years of professional experience in administrative management or staff work, three of which must have been in a large public agency; and such training as may have been gained through graduation from a four year college or university supplemented by graduate work in public administration to the level of a Master's Degree;