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What does an Executive Assistant do?

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Talent.com talent.com
Answered October 01 2021
Career Expert at Talent.com
Executive Assistants are not your glorified “secretaries” of the office. Those days are over now that the position carries more weight and overall importance. They are considered the stitch in the fabric that holds the whole company or operation together. Let’s get deeper into why we think this might be.   
A day in the life of this professional could start with a review of incoming and outgoing mail, calls, emails, and faxes, followed by managing an executive’s daily schedule, setting up professional and personal appointments, not only fielding communication but filtering and prioritizing by importance. Other administrative tasks can include prepping presentations, documents, reports, filing, and organizing paper and electronic documents.  
One important facet to note about this position is how Executive Assistants act as liaisons and first point of contact with individuals and organizations. It’s not uncommon to perform searches and provide information and recommendations for their employers. This contact with outside collaborators and companies allows them the space to meet and connect and network with others. 
Roles and responsibilities of an Executive Assistant
Here’s a non-exhaustive list of everyday tasks Executive Assistants are required to complete:
  • Act as liaison and first point of contact with internal and external customers, vendors, and team members 
  • Respond to information requests, preparing the necessary documentation, ensuring follow-up actions  
  • Meet with people of interest and other important associates of the company on behalf of executives.   
  • Review and filtering all incoming and outgoing mail, calls, emails, and faxes  
  • Oversee and monitor all internal correspondence and reports   
  • Coordinate messenger and courier service with preferred vendors  
  • Monitor, respond to and forward incoming calls and emails 
  • Update and maintain existing contact lists 
  • Draft and receive approval for written communications, reports, presentations, and spreadsheets  
  • Conduct research and generate reports 
  • Manage executives’ professional and personal calendar and meeting requests, coordinating appointments, and ensuring everything runs in a smooth, timely manner  
  • Prepare meeting agendas to maximize time efficiency, taking notes during meetings, and writing summaries.  
  • Reserve conference rooms and other meeting locations  
  • Secure venues and coordinate catering and other logistics when planning more notable events  
  • Handle travel and lodging arrangements  
  • File and organize paper and electronic documents, such as emails, reports, and other administrative records  
  • Convert paper documents to digital using a scanner  
  • Assist with data entry and database maintenance  
  • Order missing supplies and maintain inventory, replacing materials and equipment as needed or instructed  
  • Stay up to date with the business’s organizational structure, policies, goals, and objectives.  
  • Perform accounting-related tasks, such as bookkeeping and invoicing