WHAT DOES AN EXECUTIVE ASSISTANT MANAGER DO?

Updated: Jun 12, 2025 - The Executive Assistant Manager acts as the primary contact for all communications, efficiently managing calendars, scheduling meetings across time zones, and handling travel arrangements. This role involves supporting document preparation, expense administration, and event coordination while ensuring high-quality formatting and organization. The executive assistant also oversees office operations, procurement, and policy implementation to enhance workflow and efficiency.

A Review of Professional Skills and Functions for Executive Assistant Manager

1. Executive Assistant Manager Functions

  • Office Management: Ensure smooth running of the office.
  • Administrative Support: Support to 2 Senior Managers, including meetings and some diary management.
  • Inventory Management: Take responsibility for the ordering of supplies.
  • Event Organization: Organize events, both internal and external.
  • Facilities Management: Take responsibility for facilities management.
  • Relationship Management: Build and maintain strong relationships with external/outsourced providers.
  • System Management: Management and updating of internal systems, including SharePoint.
  • Document Preparation: Prepare company documents, including formatting and uploading of documents.
  • Office Maintenance: Upkeep of kitchen/office, ensuring this is kept clean and tidy.
  • Team Assistance: Assist the wider team with general administrative assistance when required.

2. Executive Assistant Manager Job Description

  • Team Collaboration: Actively participate in weekly team meetings and capture action items, agendas, and notes.
  • Project Management: Manage small projects and prepare presentations.
  • Relationship Building: Develop lasting and trusting relationships with investors and portfolio companies.
  • Event Planning: Help plan support events such as company off-sites and advisory board meetings (location, travel, catering, etc.).
  • Marketing Support: Support efforts to build out the marketing strategy, including communications, social media, website, and graphic design.
  • Content Creation: Create, maintain, and improve materials using a variety of technology tools.
  • System Management: Update existing systems and assist with the deployment of new systems.
  • Travel Coordination: Coordinate travel arrangements and maintain calendars, primarily for managing partners.
  • Onboarding Assistance: Assist with onboarding new hires and processing expense reports as the team grows.

3. Executive Assistant Manager Overview

  • Executive Support: Provide executive support to the team based in the Sydney office.
  • Diary Management: Extensive diary management for the entire team.
  • Travel Coordination: Organize and coordinate domestic and international travel for the entire team.
  • Front-of-House Operations: Front-of-house duties, such as meeting and greeting guests, answering calls through the switchboard, etc.
  • Event Management: Organize lunches for Board meetings, manage meetings, and room bookings.
  • Office Maintenance: Back of house such as tidy office, clean kitchen, and meeting rooms, office administration and facilities management, and supplier management.
  • Board Meeting Coordination: Schedule and manage the Annual Board Meetings.
  • Expense Management: Take responsibility for expense reconciliations.
  • Event Planning: Organize all internal staff events, including team lunches, Christmas dinners, celebrations, and external functions.
  • Facility Management: Office management, including managing all vendor/supplier relationships and facility requirements.
  • Inventory Management: Ensure stationery and kitchen supplies are well stocked.
  • Maintenance Coordination: Manage the schedule of routine and/or on-call maintenance and support of the Communications Room, IT equipment, and business machines.
  • Onboarding Support: Onboarding activities for new hires.
  • IT Management: Setting up/acquiring new hardware and software licenses, data collection for payroll, and employment contracts for new users.

4. Executive Assistant Manager Details and Accountabilities

  • Calendar Management: Manage the CEO’s calendar, including day-of adjustments, just-in-time rescheduling, weekly meeting cadence, and general time optimization.
  • Task Prioritization: Track and assist in the prioritization of tasks, including regular follow-up and follow-through with the rest of the Free Agency team.
  • Meeting Support: Join the CEO in a variety of meetings, both internal and external, and take exceptional notes throughout, serving as the keeper of knowledge and action items.
  • Administrative Assistance: Assist in office management, HR, legal, and finance matters, including both one-off tasks and stewarding of ongoing systems and procedures.
  • Event Coordination: Book executive travel, dinners, and meetings with a mind for quality, cost, and related vendor management.
  • Data Management: Maintain and improve a variety of sources of data, including documents, spreadsheets, knowledge bases, presentations, and company-facing collateral.
  • Visitor Relations: Meet, greet, and provide a great experience to visitors in the Free Agency office, including partners, job candidates, prospects, and customers.
  • Personal Assistance: Provide lightweight personal assistance to the CEO, including the scheduling of personal appointments, facilitation of social meetings, and light service management.
  • Cross-functional Support: Assist with a variety of initiatives across company functions, including recruiting, sourcing, research, operations, and client servicing.

5. Executive Assistant Manager Tasks

  • Administrative Support: Provides administrative support to the CEO.
  • Calendar Management: Schedules and maintains meeting room/training room calendars.
  • Vendor Management: Manages vendors (including repair workers and technicians related to services such as pest control, water softener, paper shredding, EDS A/C, and locksmith).
  • Policy Development: Partners with HR Director on the design and implementation of office policies and establishes standards and procedures, measuring results against standards, making necessary adjustments.
  • Contract Management: Develops and maintains a database of all vendor contracts.
  • Supply Coordination: Coordinates the ordering of office and lunchroom supplies.
  • Visitor Relations: Greets company visitors.
  • Ticket Management: Creates CBRE Angus tickets (for building maintenance issues) and Olympus JIRA tickets (for onboarding/offboarding employees).
  • Team Supervision: Supervises Custodians and Security Officers.
  • Facility Management: Ensures cleanliness of lunchroom area, including appliances and refrigerator.
  • Clerical Support: Clerical tasks such as Expense Watch data entry, binding, printing, scanning, faxing, etc.
  • Disaster Recovery Planning: Ensures departmental Disaster Recovery Plans are up to date.
  • Office Relocation: Orders office furniture and coordinates employee office moves.
  • Onboarding Support: Assist in the onboarding process for new hires.
  • Event Planning: Plans in-house or off-site activities such as recognition events, training classes, and conferences.

6. Executive Assistant Manager Details

  • Communication Management: Be the first point of contact for all incoming communications.
  • Calendar Management: Proactively manage demanding calendars and ensure the Partners' time is used most productively, including prioritizing topics by importance and urgency, which requires a very clear perspective and understanding of priorities.
  • Meeting Coordination: Set up meetings and VC/calls globally, often with multiple time zones, dealing with last-minute changes.
  • Travel Coordination: Coordinate and book travel and accommodation.
  • Expense Administration: Deal with expense administration.
  • Document Preparation: Prepare or help prepare documents (e-mails, letters, presentations, articles) in the context of project work or the management of the company, proofreading and formatting documents to a very high standard.
  • Team Collaboration: Work with the operations team and client teams to ensure optimal communication and delivery.
  • Event Planning: Support the planning and management of company events.
  • Public Relations: Manage the Project Director's speaking engagements and coordinate their media activities with external parties and the internal communications team.
  • Supply Management: Be the go-to person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
  • Policy Development: Develop and implement office policies and promote activities that enhance operational procedures.
  • Inventory Management: Purchase office supplies and equipment and maintain proper stock levels.

7. Executive Assistant Manager Roles

  • Budget Management: Budget projection and follow-up on office expenses.
  • Procurement: Purchase uniforms and safety materials.
  • Cafeteria Supply Management: Ensure the purchase and supply of cafeteria materials.
  • Security Management: Lead the relationship with the building administration and the security brigades.
  • Event Coordination: Responsible for organizing and coordinating the distributors' and Sales Meetings.
  • Medical Event Support: Support Local Medical Education events (Coordinate breaks, lunch, and transportation).
  • Meeting Room Coordination: Coordinate the use of meeting rooms.
  • Travel Management: Responsible for calendar management, including scheduling all meetings, coordinating visits with internal/external and international visitors, booking appointments, and making all travel arrangements for the Country Manager.
  • Presentation Preparation: Prepare and coordinate materials for presentations and meetings in Spanish and English.
  • Regional Visit Management: Lead the regional visits (logistics and materials).

8. Executive Assistant Manager Essential Functions

  • Administrative Support: Administrative support of all physical location activities, including accounts payable management, physical asset management, and liaising with the building management.
  • Event and Meeting Logistics: Manage the logistics of internal meetings and events, including negotiating and securing proper facilities, coordinating travel for attendees, creating and distributing appropriate materials, acquiring proper approvals, and managing the approved budget.
  • HR Liaison: Acts as liaison between Canada and Corporate HR, Accounting, IT, Legal, Purchasing and Facilities, and international executive assistants.
  • Attendance Management: Manage the monthly attendance tracker for all Mallinckrodt Canada employees.
  • Event Coordination: Coordinate all Canadian site events/celebrations.
  • Policy Management: Act as a liaison to HR by building, managing, and enforcing inventory of internal company employee policies and procedures.
  • Policy Support: Assist company employees in understanding and complying with internal policies.
  • Vendor Management: Manage select Mallinckrodt vendor contracts, purchase requisitions, purchase order submissions, invoicing, and processing of payments.
  • Interdepartmental Liaison: Act as a liaison with the corporate head office, other departments, and outside agencies.
  • Contract Database Management: Create and manage a vendor contract database, including original contract documents, vendor information, and renewal details.

9. Executive Assistant Manager Role Purpose

  • Payment Management: Manage all payments made to HCPs, including respiratory therapists, following the local guidance.
  • Onboarding Support: Provide on-boarding of new employees, including asset acquisition, policy review, and ongoing training.
  • Procurement Management: Negotiate the purchase of office supplies and furniture, office equipment, and other needs of the Canadian affiliate and staff, following company purchasing policies and budgetary restrictions.
  • Document Preparation: Assist with the preparation and/or updating of reports, proposals, memos, forms, correspondence, and other word-processing documents.
  • Administrative Support: Serve as primary administrative support to the GM and lead team, including calendaring.
  • Confidential Information Management: Maintain highly sensitive confidential information, files, and correspondence.
  • Meeting Coordination: Organize meetings and set agendas.
  • Front Desk Operations: Answer incoming calls and professionally greet guests.
  • Office Safety Management: Ensure adherence to safe office practice as it relates to infectious disease protocols.
  • Project Assistance: Assist with special projects.
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