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Question: Our company has job descriptions for several levels of administrative assistants, but it doesn’t have one specifically for executive assistants. Typically, the executive assistant position requires a level of support beyond what the average admin provides. Does anyone have a really strong job description for an executive admin position?  -- Carol


Hope this helps:

Job Description

Title: Executive Assistant Dept: Administration

Exempt/Nonexempt: Exempt Reports to: President/CEO and VP of Finance and Administration/CFO
Last Revised: May 1, 2006

General Summary:
Performs advanced and complex secretarial duties for both the President/CEO and for the VP of Finance and Administration/CFO requiring broad experience, skill and knowledge. Supports the work of the President and the Board of Directors.

Essential Functions/Major Responsibilities:
• Provides clerical and administrative support including word-processing, updating recurring reports, presentations, data management and analysis, scheduling, proof-reading, video/teleconferences, meeting minutes, travel arrangements, record keeping, expense-reporting, expense reconciliation, filing, copying and mailing.
• Represents President’s office and interprets administrative policy in the absence of the President.
• Represents VP of Finance and Administration’s office and interprets administrative policy in the absence of the VP.
• Initiates and facilitates communication and accurate information flow between President’s office, Board of Directors and its committees, and staff.
• Initiates and facilitates communication and accurate information flow between VP’s office and staff.
• Coordinates agency relationship with national office including record keeping, reporting and correspondence.
• Researches, organizes information and creates presentations and reports.
• Edits reports, letters, policies/procedures, agency newsletter and annual report, and general correspondence.
• Develops and suggests administrative policies and procedures and internal operational improvements.
• Prepares contracts.
• Assists with facilities management and manages facilities and other projects as assigned.
• Coordinates projects, events and meetings related to strategic planning, technology, facilities, program development, marketing, fundraising, general organization and inter-departmental and Federation-wide collaboration.
• Manages communication for the Board of Directors’ and its committees’ meetings including managing Board of Directors website; prepares and distributes notices and accompanying information for all meetings staffed by President or VP of Finance and Administration.
• Manages President’s Page and Board of Directors Page on the agency Intranet.
• Prepares and distributes Board and committee minutes and related documents.
• Schedules and plans Board meetings and Board orientation, including making meeting arrangements, coordinating A/V needs, meals and general communication with members.
• Assists with information requests from organizations outside of the affiliate.
• Serves as a liaison to other departments and to the public.
• Maintains notary public license. Provides notary services within the agency.
• Trains and manages temporary reception staff; trains other staff on phone/computer log-in as needed
• Coordinates and provides primary backup support for answering administrative phone lines and monitoring/receiving visitors.
• Serves as a resource person and acts to resolve problems.
• Performs other duties as needed or requested.

Job Scope:
Performs duties independently under general supervision. Decisions are made within general company policy constraints, but position requires independent decision-making.

Supervisory Responsibilities:
Job is not supervisory in nature.

Interpersonal Contacts:
Majority of contacts are made equally between individuals inside and outside the agency. Interactions involve information exchange, problem solving, and may contain confidential and sensitive information. Contacts occur on the phone 50% of the time, with the remainder occurring face to face.

Specific Job Skills:
Requires advanced ability to read, write, speak and understand English. Requires continuous teamwork, use of discretion, flexibility and interpersonal skills. Frequently requires the ability to sit, bend, stand, and walk. May occasionally require stooping, crawling, fingering, reaching, feeling, and repetitive motions of the hands and wrists. Rarely requires kneeling, climbing and repetitive motions of the feet. Physical capability to continuously talk and hear, handle, and grasp is necessary. May require lifting and carrying of up to 50 pounds. Strong organizational and communication skills required. Requires the ability to use a copier, fax machine, multi-line phone system, and computer, including keyboard, and during peak activity periods work may be in excess of 7.5 hours per day and/or 37.5 hours per week.

Education and/or Experience:
Requires three years of office/clerical experience, a Bachelor’s degree or equivalent, and proficiency using Microsoft Office applications.

Working Conditions:
Job involves frequent interruptions, extensive computer work and may require working evenings or weekends. Work is performed in an office environment.

Supervisor Signature Date

Employee Signature Date

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