What is an Executive Administrative Assistant?

Executive administrative assistants provide high-level administrative support for offices and high-level executives of an organization. Generally, they perform fewer clerical tasks than do receptionists and more information management. Executive assistants act as the ‘gatekeeper’ for executives, performing and coordinating an office’s administrative activities and storing, retrieving and integrating information for dissemination to staff and clients.

What does an Executive Administrative Assistant do?

Executive administrative assistants perform a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as information and communication managers for an office; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail. They may also handle travel and guest arrangements.

Executive administrative assistants use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing and telephone systems. In addition, administrative assistants often use computers to do tasks previously handled by managers and professionals; they create spreadsheets, compose correspondence, manage databases, and create presentations, reports, and documents using desktop publishing software and digital graphics. They may also negotiate with vendors, maintain and examine leased equipment, purchase supplies, manage areas such as stockrooms or corporate libraries, and retrieve data from various sources.

In addition to arranging conference calls and supervising other clerical staff, they may handle more complex responsibilities such as reviewing incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution. They also prepare agendas and make arrangements for meetings of committees and executive boards. They may also conduct research and prepare statistical reports. Manage invoices and expense reports and arrange for payment.

What skills are required for an Executive Administrative Assistant job?

Executive administrative assistants work with a wide variety of people in all professional levels, so communication skills and professionalism are a must. A high degree of integrity and confidentiality is required, due to the sensitivity of information. Additional skills that are important for a successful Executive Administrative Assistant include; flexibility, ability to multi-task, attention to detail, organization and project management experience. Advanced knowledge of Microsoft Office products, specifically Excel, Word, PowerPoint and Outlook are also essential.

How to get an Executive Administrative Assistant job?

Wall Street Services holds very strict standards for their Executive Administrative Assistant candidates. Everyone assumes that being an admin is easy, but the truth is – it is a challenging position that select few are qualified for.
An ideal Executive Administrative Assistant will have:

• 2-5 years of experience in the financial industry and/or large corporate companies.
• Resume continuity – a steady flow of work, with no gaps between jobs. We also look for applicants who have no more than 3 jobs in the last 5 years.
• Accomplishments listed on resume –Let us know your accomplishments, not your tasks.
• Bachelor’s degree from respected college/university
• Advanced skills in Microsoft Office: Excel, Word, PowerPoint

Wall Street Services may not be able to place applicants who do not meet the above criteria.

Submit your resume today to be considered for an Executive Administrative Assistant position at Wall Street Services.