Executive Assistant Job Description (DOC)

					TT1 People Job Description (Template)



Position Title:              Executive Assistant
Prepared:                    April 2008
Reporting to:                Managing Director




POSITION OBJECTIVES

The objectives of this role are to:
       Provide a high level of executive support to the Managing Director
       Train and support junior staff members



SKILLS AND ABILITIES

    Skill/ability                                               Level of importance to
                                                                position (H,M,L)
        Strong organisation skills                             High
        Strong eye for detail                                  High
        Excellent verbal communication skills                  High
        Excellent written communication skills                 High
        Ability to handle multiple tasks                       High
        Ability to work to deadlines                           High
        Ability to work as part of a team                      High
        Ability to work independently                          High
        Proficient with Microsoft Office applications          High
        Typing speed >55wpm                                    High


PERSONAL ATTRIBUTES

    Attributes
        Flexible                                       Hard working
        Adaptive                                       Well presented
        Personable                                     Professional
        Enthusiastic                                   Proactive
        Creative                                       Keen to learn
KEY TASK AREAS


Executive Support
 Provide professional secretarial, administrative and financial support to the MD.
 Coordinate and manage the MD’s diary of appointments and schedule meetings.
 Anticipate the need of the MD in relation to forthcoming meetings and events and makes
   appropriate advance arrangements including coordinating itineraries, travel and
   accommodation arrangements.
 Anticipate requirements in terms of preparing the collation of meeting and briefing papers
   and supporting documentation for the MD.
 Liaises and acts as the interface for coordination of business with internal and external
   clients on behalf of the MD.
 Develops relationships, liaises and communicates with key stakeholders internal and
   externally.




Administration
 Ensure effective and efficient delivery of administrative services for the MD.
 Receive and attend to general enquiries and matters for the MD, both personal business
   related.
 Monitor, organise and prioritise incoming correspondence.
 Ensures appropriate records management of files and correspondence.
 Coordinate special functions and events.
 Negotiate supplier contracts and establish new supplier relationships.
 Ensure compliance with legislation and company policies and procedures.
 Coordinate administration support to the wider team.




People & HR Management
 Assists with human resource administration including staff recruitment and selection
   processes; administrative processes associated with the commencement, movement and
   termination of staff.
 Prepare all HR contracts and manage personnel files.
 Prepare and coordinate all new staff inductions, providing training and support.
 Supervise and recruit the support staff.




NB: This Job Description is designed as a template as a basis to build upon. A job description
should be specific to the company and role.

				
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posted:11/4/2011
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