WHAT DOES AN EXECUTIVE ADMINISTRATIVE ASSISTANT DO?

Published: Feb 25, 2025 – The Executive Administrative Assistant provides sophisticated calendar management, resolves scheduling conflicts, and ensures preparation for meetings and key dates. This position manages complex travel arrangements, facilitates communication, and handles incoming inquiries with discretion. The assistant also supports leadership with administrative tasks, coordinates special projects, and oversees site operations, including reception and facilities management.

A Review of Professional Skills and Functions for Executive Administrative Assistant

1. Executive Administrative Assistant Details

  • Calendar Management: Manage CAO’s calendars.
  • Event Coordination: Coordinate meetings, events, and travel arrangements.
  • Correspondence Management: Manage routine correspondence and inquiries.
  • File Organization: Maintain up-to-date files, rosters, and trackers.
  • Meeting Preparation: Ensure the CAO is prepared for meetings.
  • Communication Prioritization: Prioritize and organize incoming communication.
  • Active Listening: Listen, pay attention, and be a responsible steward of information.
  • Clear Communication: Communicate information in a clear, complete, and timely manner.
  • Meeting Support: Assist with preparations for internal and external board, capital campaign, and committee meetings.
  • General Support: Provide general support to the CAO and the Advancement department.
  • Inclusive Environment: Foster an open and inclusive work environment by modeling AHS’s behaviors and values, consistent with the vision and mission of the organization.
  • Safety and Volunteer Engagement: Champion a culture of safety and promote meaningful volunteer engagement.

2. Executive Administrative Assistant Responsibilities

  • Office Management: Manage office allocations/project directory/project organization chart updates
  • Agenda Management: Follow the Project Director and Project Operations Manager's agenda
  • Facility Coordination: Check the availability of facilities provided by IST/Information Solution
  • Note-Taking: Take notes and write Specific Minutes
  • Document Filing: File all documents of the project following the filing framework on the network including emails, letters, and reports on the Project SharePoint
  • Meeting Room Management: Book the meeting rooms following the needs of the Project
  • Room Planning: Edit the meeting room planning every week
  • Administrative Support: Manage administrative tasks of the Project
  • Document Gathering: Gather documents, and information when required by the Project Director
  • Logistics Coordination: Take care of the logistic organization for visitors (booking for hotels, air tickets, etc)
  • Partner Coordination: Coordinate with Partners Assistant

3. Executive Administrative Assistant Accountabilities

  • Operational Management: Partner with the CEO to manage the operational tasks of Conscious Minds
  • Calendar Management: Consistent follow-up and initiative to help remain several steps ahead of a busy calendar, building comprehensive schedules for each project
  • Meeting Preparation: Ensuring all meetings have an agenda before meetings begin and (if applicable) that attendees are aware of any meeting goals before joining
  • Task Management: Schedule, Prioritize, Delegate, Follow Through
  • Document Creation: Building initial documents based on provided information (Excel docs, presentations, docs)
  • Research Support: Research support (Various research will be needed across several parts of the business)
  • Report Development: Work with cross-functional department heads to develop report templates as well as support in their completion (i.e. quarterly financial reports, utilization reports, etc.)
  • Proxy Representation: Act as a proxy in meetings when the CEO is unable to attend
  • Goal Setting and KPI Tracking: Establish goals and track KPIs for each project undertaken
  • Inbox Management: Maintain a "zero inbox" by the start of the business day
  • Office Management: Care for office needs by ordering necessary office supplies, snacks, and equipment

4. Executive Administrative Assistant Functions

  • Stakeholder Interaction: Forward-facing professional interactions with internal and external stakeholders
  • Calendar Management: Proactively manage calendars and provide scheduling support for assigned executives including coordination across varying time zones
  • Meeting Coordination: Coordinate internal/external meetings with efficiency and detail, communicating clearly to explain conflicts and the need to re-prioritize
  • Document Preparation: Prepare, edit, distribute, and archive presentation-quality documents (Microsoft Office Suite)
  • Team Coordination: Team coordination and preparation for internal and external meetings
  • Office Supply Management: Maintain and order office supplies and equipment
  • Information Management: Follow internal processes for information dissemination and confidentiality
  • Event Planning: Event planning assistance - ordering catering, setup, and breakdown of company and board member events
  • Travel Management: Manage travel arrangements (domestic/international)
  • Meeting Management: Manage standing meetings and off-sites with leaders’ teams
  • Conference Coordination: Manage all aspects of conference attendance – registration, travel, pre-attendance prep meetings
  • Problem Solving: Analyze needs and problems, and determine approach and priority in collaboration with senior leaders, their teams, and administrative colleagues across functions
  • Expense Management: Prepare expense reports and approve online expenses, time off submittals, and Workday actions
  • Site Support: Provide Cambridge site support (events, coordination of meetings, administrative tasks, etc.)

5. Executive Administrative Assistant Overview

  • Communication Management: Establish communications between customers and executives
  • Policy and Procedure Knowledge: Develop a command of internal office policies and procedures, and become the primary point person for all administrative and office-related questions (internally and externally)
  • Office Inquiry Management: Field general office inquiries via phone, in-person, or email acting as a gatekeeper
  • Meeting and Room Scheduling: Schedule and calendar meetings, as well as conference rooms when needed
  • Expense Management: Completion of detailed expenses including tracking receipts and reimbursements
  • Building Liaison: Serve as liaison to building management (i.e. register external guests, distribute notices, schedule repairs/office updates)
  • Inventory Management: Purchase and maintain office supply inventory, and process and distribute mail
  • Package Coordination: Liaise with FedEx, UPS, and USPS for incoming/outgoing packages
  • IT Coordination: Coordinate with the IT department on all office equipment, on-site IT technician, and related inquiries
  • Office Organization: Ensure cleanliness and organization of all office areas
  • Onboarding Support: Liaise with managers and HR to onboard new employees
  • Travel Coordination: Coordinate travel arrangements
  • Project Assistance: Assist with a variety of bespoke projects

6. Executive Administrative Assistant Tasks

  • PowerPoint and Excel Skills: Strong PowerPoint skills for assistance in compiling and formatting client materials and strong Excel skills for running basic commission calculations
  • Marketing and Presentation Support: Assist with the preparation of marketing, pitch and presentation materials, RFPs, initial space surveys, and tour book creations
  • Document Preparation: Prepare and edit correspondence, communications, presentations, and other documents
  • Market Research: Complete market research utilizing internal and external platforms
  • CRM Management: Maintain team's CRM
  • Deal Management: Create/Close deals in Dealio. Generate invoices and distribute them to clients as well as follow-ups for payment
  • Excel Tracking: Utilize Excel spreadsheet for deal tracking and cash flows
  • Office Operations: Responsible for day-to-day office operations and record-keeping systems
  • Expense Management: Manage expense report preparation. Submit expense reports, track status, reconcile corporate charge card statements, and respond to any audit inquiries
  • Calendar Management: Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings
  • Travel Coordination: Coordinate travel arrangements for the team through an internet-based travel system
  • Administrative Support: Provide general administrative support to the entire brokerage team
  • Executive Support: Provide full executive support to the team and represent the team to the public through personal, telephone, and electronic communications

7. Executive Administrative Assistant Roles

  • Travel Coordination: Support the CEO, including arranging domestic and international travel plans with multiple legs and changing business needs, compiling documents for travel-related meetings
  • Intermediary Role: Act as an intermediary between the CEO, internal staff, and external associates at all levels
  • Communication Bridge: Provide a bridge for smooth communication between the CEO and internal departments
  • Executive Support: Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, follow up appropriately with time-sensitive issues
  • Presentation and Meeting Preparation: Assist in PowerPoint presentations, meeting agendas, and onboarding new hires
  • Event Coordination: Plan and coordinate events including quarterly regional meetings, executive team meetings, market meetings, company-wide meetings, annual sales conferences, and off-site team meetings
  • Travel and Expense Management: Approve, advise, and assist multiple direct reports on travel and expenses (following policy and budget)
  • Contact List Management: Maintain and update the contact list for office and field members
  • Communication Management: Monitor, screen, respond to, and distribute incoming communications
  • Office Coordination: Work with other administrative staff to keep the office running efficiently and effectively

8. Executive Administrative Assistant Duties

  • Meeting Coordination: Schedule meetings, video and telephone conferences, work with confidential information, and obtain and furnish information
  • Travel Coordination: Coordinates and arranges domestic and international travel details and itineraries
  • Expense Management: Reconciles expense reports for Executive staff
  • Administrative Support: Support office management with administrative support and steps-in
  • Office Management: Support office management with duties such as maintaining inventory of supplies, maintaining lobby, office suites, kitchen areas, and conference rooms, and maintaining related vendor relationships
  • Department Support: Supports other departments with requests for travel arrangements and business lunches for employees and/or guests
  • Event Coordination: Coordinates and/or assists in employee-related functions such as office luncheons, employee meetings, yearly gatherings, holiday parties, and other miscellaneous events
  • Secretarial Duties: Performs a variety of secretarial and administrative duties for the Executive staff as demanded
  • Confidentiality: Works with confidential information and maintains discretion
  • Document Preparation: Compose and/or proofread letters, memos, and documents for Executive Staff
  • Record Preparation: Preparation of records, such as notices, minutes, and resolutions for executive meetings
  • Decision Making: Make administrative decisions and exercise independent judgment
  • Presentation Creation: Create and/or update presentations for Executive Staff members

9. Executive Administrative Assistant Job Summary

  • Calendar Management: Manage complex calendar and scheduling requirements for the executive team
  • Deliverables Tracking: Track and help drive completion of key deliverables, such as road map reviews, and follow up on outstanding items
  • Team Coordination: Drive team activities (including staff meeting agendas and notes, org-wide meetings, social outings, supply ordering, and other key logistics)
  • Collaboration: Close collaboration with the executive administrative team
  • Space Management: Manage space for a rapidly growing organization
  • Operational Planning: Support annual operational planning process, business planning, and performance review cycles, as well as leadership development and diversity programs
  • Strategic Partnership: Serve as a business partner ensuring strategic, proactive, and thoughtful support of the business cycle
  • File Management: Organize both hard copy and electronic files and documents, create correspondence, prepare agendas for meetings, sort mail both hard copy and electronic, and purchase supplies and equipment
  • Calendar Scheduling: Manage calendars, book appointments, send reminders, and prevent conflicts
  • Minutes and Reporting: Transcribe minutes from meetings, generate reports, create presentations, maintain contact lists, and conduct research
  • Travel Coordination: Book flights, arrange for rental cars, make hotel and restaurant reservations, and create itineraries
  • Visitor and Communication Support: Greet and assist visitors, answer telephones, and document and deliver messages

10. Executive Administrative Assistant Job Description

  • Calendar Management: Provide sophisticated calendar management.
  • Conflict Resolution: Proactively resolve calendar conflicts, ensure the President and Vice President’s time is spent on the most impactful and important matters as designated, and that they are prepared for all meetings.
  • Business Knowledge: Acquire in-depth knowledge of the business and company operations to become a trusted advisor for the leadership team and proactively coordinate client meetings and logistics.
  • Scheduling Support: Assist the President and Vice President in scheduling, coordinating, and preparing for meetings.
  • Initiative and Judgment: Plan to anticipate needs and initiate action with limited direction and astute judgment.
  • Travel Coordination: Plan and manage complex travel arrangements including air, hotel, and car arrangements, and plan itineraries as well as other scheduling, proactively identify efficiencies for travel.
  • Date Management: Understand key dates and when deliverables are due to ensure the President and Vice President are appropriately prepared in advance for all appointments and key dates, managing follow-up.
  • Information Management: Manage incoming information inquiries, issues, and concerns and facilitate communication with the appropriate functional leaders to appropriately address the matter.
  • Open-Door Policy: Ensure the President maintains an open door and is available for direct reports and employees.
  • Document Creation: Create high-quality documents, spreadsheets, and presentations.
  • Stakeholder Liaison: Act as a liaison for the President and Vice President’s direct reports and stakeholders in the broader organization, ensuring that matters are managed with the appropriate level of discretion.
  • Team Coordination: Drive key team activities (such as staff meeting agendas, all-hands meetings, supply ordering).
  • Relationship Building: Build strong relationships crucial to the success of the organization, and manage a variety of special projects, some of which may have an organizational impact.
  • Site Administration: Act as the site administrator operating in several additional roles including reception, facilities support, and supply ordering.
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