Executive Assistant

The Executive Assistant (EA) plays a critical role in supporting high-level executives or senior management by ensuring their daily activities and long-term projects are well coordinated and efficient. At Robert Half, the EA serves as a key partner to leadership, delivering premier administrative, organizational, and interpersonal skills to achieve team and organizational success. Below is a comprehensive job description for the role of an Executive Assistant:

Key Responsibilities:

1. Calendar Management:

• Maintain and coordinate the executive's daily, weekly, and monthly schedules, ensuring optimal time management and alignment with organizational priorities.
• Schedule meetings, conference calls, and appointments, ensuring all logistics are managed effectively.

1. Meeting Preparation:

• Organize and prepare materials, agendas, and presentations as needed for meetings.
• Take and distribute meeting minutes, following up on action items to ensure completion.

1. Travel Coordination:

• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Manage and prepare travel expense reports for reimbursement.

1. Communication Management:

• Serve as a primary point of contact between executives, team members, and external stakeholders.
• Draft, proofread, and edit emails, memos, and other communications.

1. Project Support:

• Collaborate on special projects as assigned, providing research, reporting, or logistical support.
• Track deadlines and progress for ongoing initiatives to ensure timely completion.

1. Confidentiality:

• Manage sensitive information with the utmost professionalism, respecting privacy and corporate policies.

1. Administrative Tasks:

• Oversee document filing, database maintenance, and a variety of administrative duties.
• Order supplies, manage office equipment, and complete expense submissions.

1. Stakeholder Interaction:

• Represent the executive in interactions with internal and external stakeholders by maintaining professionalism and relationship-building skills.
• Organizational Skills: Demonstrates outstanding multitasking capabilities and a strong sense of prioritization to manage competing deadlines.
• Communication Skills: Excellent verbal and written communication skills are essential, as EAs will regularly correspond with various levels of the organization.
• Technological Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with scheduling and communication tools.
• Problem-Solving: Capable of troubleshooting and addressing challenges proactively and effectively.
• Detail-Oriented: Ensures accuracy and thoroughness in all tasks, from administrative duties to more complex responsibilities.
• Discretion: Handles sensitive and confidential matters with professionalism.
• Interpersonal Skills: Builds strong relationships both internally and externally to ensure smooth collaboration and communication.

Preferred Education and Experience:

• Education: Bachelor's degree (preferred) or equivalent experience in a related administrative or business field.
• Experience: 3-5+ years of experience in an administrative/executive assistant role supporting senior-level management.