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Seeking Senior AA job descriptions

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Question: I read your Admin Pro Forum - Dealing with Divas, and I’m interested in obtaining a job description for a Sr. Admin Assistant. I am an executive assistant doing Sr. executive work. I’d like to see other job descriptions in order to help establish my own senior job description and present it to my boss. Having input from another senior admin assistant would be helpful.  -- Cindy


Here is one from our Company.

Executive Assistant Job Description

The primary purpose of this position is to provide administrative support to the Senior Vice President. Frequent independent judgments are essential. The incumbent is also required to perform all tasks in a safe manner consistent with corporate policies and state and federal laws.

The associate is responsible for the functions below, in addition to other duties as assigned:

Keep the Senior Vice President's calendar and schedule appointments. Answer the telephone for the Senior Vice President.

Make travel arrangements, including transportation, lodging, and expense monies and create travel expense reports.

Review customer complaints and forward them to the appropriate department, division, and/or region for resolution; follow up on these complaints to ensure they were resolved and the customer is satisfied.

Maintain the database.

Record personnel moves for field management associates and communicate this information to the appropriate associate(s).

Maintain organizational charts for all departments reporting to the Senior Vice President.

Develop and maintain special project tracking spreadsheets, documents, and files as required.

Acquire period, quarterly, and annual reports from the company's data warehouse as required.

Sort and distribute various reports to associates in the department.

Complete administrative tasks, such as sorting and distribution mail, composing correspondence, and filing, faxing, and copying information.

The following qualities are required:

Committed to providing customer service that makes both internal and external customers feel welcome, important, and appreciated.

Ability to preserve confidentiality of information.

Ability and willingness to move with purpose and a strong sense of urgency.

Accuracy and attention to detail.

Ability to organize and prioritize a variety of tasks/projects.

Ability to work within strict time frames and resolute deadlines.

Typing speed of eighty (80) WPM.
Proficiency with the Microsoft® Office Suite (Word, Excel, PowerPoint, and Access).

The following qualities are helpful:

Ability to work weekends and extended days on an occasional basis.

Familiarity with industry/technical terms and processes.

I'm the Executive Assistant to the CEO and President of our company, and here's my job description:

Summary: The position of Executive Assistant requires a mature individual with excellent organizational skills, a keen sense of responsibility, a motivated self-starter with strong ability to work independently, a can-do attitude and an upbeat personality, a solid ability to prioritize, dependable and consistent.
The position also requires a take-charge person who understands the importance of confidentiality, demonstrates good judgment, and takes appropriate initiative.
Must be able to anticipate the needs of President and CEO and respond appropriately.
Must maintain decorum, discretion, and poise that are appropriate for the office of the President and CEO.

Essential Duties and Responsibilities include the following (in no particular order).
1. Prepare internal and external correspondence, memos, spreadsheets, charts, and other documents. May receive guidance as to content but requires the ability to use discretion as to formatting, layout, and presentation of material. Must have advanced knowledge of Microsoft applications and a variety of graphic programs.
2. Ensure completeness of work from the standpoint of grammar, composition, and format.
3. Prepare documents for distribution (proofing, copying, creating PDFs).
4. Manage incoming correspondence and documents as needed.
5. Make copies or PDFs of correspondence or other printed materials.
6. Knowledgeable of various office systems (copier, fax, phone, computer, etc.).
7. Prepare outgoing mail and correspondence (USPS, FedEx, courier service, e-mail, faxes, etc.).
8. Maintain an efficient filing system that is easily maintained and accessible.
9. Answer and screen telephone calls; arrange conference calls.
10. Manage, maintain and “protect” calendars using Outlook; maintain contacts in Outlook.
11. Coordinate remote business operations while executives are not in the local office. In the absence of either one or both executives, maintain flow of paperwork, ensure that both are apprised of any situations requiring immediate action; and prioritize incoming mail and interoffice correspondence for their return.
12. Arrange for meeting/conference rooms (including off-sites), prepare agendas, and provide follow-up support for meetings on behalf of executives.
13. Arrange for luncheons, both in-house and out of office.
14. Manage personal matters for not only executives, but also family members on an as-needed basis.
15. Make and manage travel/lodging/transportation arrangements (both domestic and international).
16. Conduct research on the Internet on a wide range of topics and present interesting articles on the Intranet. Extensive experience using the Internet to find information is required.
17. Prepare and submit expense reports; submit travel and other business related expenses for reimbursement.
18. Order and maintain office, beverage, and luncheon supplies.
19. Keep company organizational chart updated.
20. Sign-off on invoices in accordance with company policy.
21. Maintain a favorable working relationship with all associates to foster and promote a cooperative and harmonious working climate.
22. Interact with people in a warm, professional manner.
23. Greet and see to the comfort of visitors.
24. Compile information from employee of the month nomination survey, set up voting survey, prepare award certificates.
25. 360 Reviews – Run reports once an individual’s 360 is completed; summarize reports for executives
26. Distribute and track sporting event tickets; order special event tickets.
27. Decorate lobby areas for Christmas holiday.
28. Work on special projects for other departments to meet needs of the organization.
29. Free to work outside normal office hours as required. (Start time 8:45 AM; end time when the executives leave for the day or 6:30 PM, whichever comes first; also contingent upon workload.)
30. And let’s not forget the ubiquitous “and other duties as assigned”.

To perform the job successfully, an individual should demonstrate the following competencies:
1. Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flow and procedures.
2. Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
3. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Uses reason even when dealing with emotional topics.
4. Project Management - Develops plans; Coordinates; Communicates changes and progress; Completes projects on time; Ability to complete projects accurately and on a timely basis while experiencing frequent interruptions.
5. Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
6. Customer Service (Internal Customer Service) - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to frequent requests for service and assistance; Meets commitments; Intuitive and empathetic.
7. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Sense of humor and an appreciation of the absurd is essential.
8. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
9. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
10. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.
11. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
12. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.
13. Strategic Thinking - Adapts strategy to changing conditions.
14. Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
15. Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
16. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.
17. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
18. Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
19. Quantity - Completes work in timely manner; Works quickly.
20. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
21. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Works effectively in a dynamic, changing environment. Meets new challenges with an open mind and an optimistic response.
22. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
23. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
24. Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
25. Innovation - Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Education and/or Experience - Bachelor's degree (B.A.) from four-year college or university; or equivalent combination of education and experience.
2. Language Skills - Ability to write business correspondence and brochures. Ability to effectively present information and respond to questions.
3. Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute percent and to draw and interpret graphs.
4. Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to act independently once a task or assignment is adequately explained.
5. Computer Skills - Must have advanced knowledge of Microsoft applications (Word, PowerPoint, Excel, Visio, Publisher, and FrontPage) and a variety of graphic programs. Experience using the Internet to find information is required.
6. Certificates, Licenses, Registrations – Notary
7. Other Skills and Abilities - A well balanced individual; Ability to work under stress and tight deadlines; Ability to handle multiple priorities and re-prioritize as needed.

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