The Manager's Guide to the Executive Assistant Role
This Manager's Guide includes:
The complete set of 26 Competencies expected from the role
Interview questions for determining a candidate's skill level in each of 26
Coaching tips for helping incumbent to advance their skills in each of the 26
Development goals to help measure incumbents' progress in each of the 26
Recommended resources for progressing education in each of the 26
Roles and Responsibilites
The primary responsibility of the Executive Assistant is office and administrative support, library services, facilities, mail, and physical asset management functions.
The Executive Assistant coordinates administrative and support functions for one or more executives or management personnel.
A typical job description for the Executive Assistant role may include:
Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.
May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
Responsible for confidential and time sensitive material.
Prepares routine and advanced correspondence including letters, memoranda, and reports.
Requires an associate's degree or its equivalent with at least 4 years of experience in the field or in a related area.
Familiar with a variety of the field's concepts, practices, and procedures.
Relies on experience and judgment to plan and accomplish goals.
May direct and lead the work of others.
Typically reports to an executive.
A wide degree of creativity and latitude is expected.
The Executive Assistant typically serves as member of team leadership and is considered a technical professional within the organization. As such, the Executive Assistant provides difficult technical tasks. The organization will depend on this person's implementation experience. The Executive Assistant generally is responsible for self-sufficiency. As such, the Executive Assistant provides small project responsibility. The organization will depend on this person's technical supervision.
Executive Assistant Job Responsibilities
The Executive Assistant generally has the following
Supports one or more upper management personnel for all administrative needs. Schedules meetings and makes travel arrangements.
Creates and develops visual presentations for senior executives and organizes and prioritizes large volume of incoming calls.
Maintains confidential and non-routine information and acts as project manager for special projects pertaining to executive staff.
Develops reports and composes, critiques and edits correspondence, as well as interfaces effectively with all levels of personnel.
Executive Assistant Competencies
The complete Executive Assistant Manager's Guide
includes the 26
key competencies expected of Executive Assistant. The report defines each Competency
in detail. The report also explains what level of proficiency Executive Assistant
should have in that Competency, as well as how important that Competency is to performing
the role well.
Among the 26 Competencies for Executive Assistant is...
You may observe several behaviors in a person that could be strong indicators of his or her capabilities in the Calendaring competency. The Executive Assistant is expected to demonstrate Working experience in the Calendaring competency. To demonstrate Working experience in the Calendaring competency, one should demonstrate knowledge of and ability to use office electronic calendaring software and capabilities.
Views, retrieves and updates own calendar entries in accordance with procedures and conventions.
Uses software to create and review personal tasks and appointments.
Customizes time ranges, size, shape, layout, etc. in own calendar.
Receives meeting requests from others and manages own calendar accordingly .
Creates and sends requests for group appointments and meetings.