Executive / Team Assistant Job Description
Executive / Team Assistant Duties & Responsibilities
To write an effective executive / team assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included executive / team assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Executive / Team Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Executive / Team Assistant
List any licenses or certifications required by the position: CMFAS
Education for Executive / Team Assistant
Typically a job would require a certain level of education.
Employers hiring for the executive / team assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Communication, Business, Management, Performance, Financial Analysis, Leadership, Education, Associates, Legal, Law Enforcement
Skills for Executive / Team Assistant
Desired skills for executive / team assistant include:
Desired experience for executive / team assistant includes:
Executive / Team Assistant Examples
Executive / Team Assistant Job Description
- Managing and processing expense reimbursements, American Express monthly statements
- Assisting with PowerPoint presentations and reporting
- Managing timesheet reporting for the team globally
- Working closely with CCIR Ops Manager and Finance on complex monthly recharges
- Overseeing the function of a junior assistant
- On Site assistance with events, as required
- Dealing with confidential reports and information
- Sensitive and complex Client liaison, as required
- Arranging travel and accommodation, meeting rooms, conference calls
- Organising and coordinating events
- Ad hoc business and personal administration
- Handle phone overflow, create call sheets, screen calls and manage caller needs as appropriate
- Secure meeting space, manage A/V and secure technical support as needed
- Schedule and manage travel itineraries (both Domestic and International), including hotel, air and ground transportation
- Book outside venues as needed including, restaurants, meetings space and training facilities
- Orders and maintain office supplies
Executive / Team Assistant Job Description
- Ad hoc support for other team members on occasion
- Be the key support contact for the Americas Tax and Group Treasury teams along with other key FMG staff for calendar management, invoices, travel, expenses, Handle highly sensitive and confidential information in support of various FMG initiatives
- Coordinate meetings and calls, book conference rooms, arrange refreshments
- Set up new starters, transfers, returnees and departures
- Organize requisition of all FMG team equipment including laptops, Blackberry, corporate Amex, shared drive access and remote access
- New hire assessment coordination and managing interview schedules, as needed plan and coordinate FMG team activities/events
- Ad hoc responsibilities as needed
- Have 5+ years of Executive Assistant / Team Administrator experience
- Successfully managed executive calendars, travel and expense, and proficiency with office applications
- Be able to manage multiple tasks, stakeholders and outcomes
- Ability to communicate effectively at all levels across the company
- At least two years of prior corporate administrative experience
- Extensive knowledge of and experience in a corporate setting
- Be a supportive and collaborative team member, providing top-tier service to the wider HR team
- Maintain a positive attitude and exhibit proactive, organized behavior on manage tasks
- Co-ordination of team events, including training sessions and conferences room bookings, catering, attendance registers etc
Executive / Team Assistant Job Description
- Proactive diary management and arranging domestic/international travel and meetings
- Invoice processing and expense claims management
- Maintaining up-to-date organisational charts
- Provision of support for running of local management meetings including data analysis and assistance with production of material
- Assisting with actions items arising from various Operating committees
- Support for location specific initiatives and the broader GTI team
- Previous experience as a Team Assistant or EA within a busy team environment
- Exposure to or familiarity with SharePoint an advantage but not essential
- Provide administrative support to the Director including calendar management, email management, call screening, document development, travel arrangements and workflow management
- Provide general admin support to the team such as stationery ordering, expense management, asset allocation, IT issue resolution, access card queries and ad-hoc requests
- Proactive with a focus on following-up
- Tact and good judgment in confidential situations/Handles confidential data discreetly
- Diary Management and Meeting Coordination – day-to-day extensive diary management, invitations, meeting rooms, video conferences, conference calls, catering
- Solution driven, particular flexibility required around working hours
- Assess and establish priority tasks for Director and keep Director informed of relevant issues
- Provide a positive point of contact for internal clients, external suppliers, and staff
Executive / Team Assistant Job Description
- Managing complex calendars, including the annual business calendar, and partnering with team leadership to stay aligned to business needs
- Working closely with other Executive Assistants and business teams throughout the company and globe
- High level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside the company is key
- Maintain updated organizational charts and managing team space planning
- Understand business priorities and identify process improvements to create efficiency and scale with little to no guidance
- Organize team meetings with multiple agenda items and guest presenters
- Ability to identify key milestones of projects and events, then working backwards from those deadlines to ensure deliverables are met
- Collaborating with a global team and dealing with various stakeholders across the business, therefore it is essential to have the ability to work successfully in a team environment and build effective working relationships inside and outside the group
- Ability to liaison on behalf of leadership and business inside and outside organization
- Attending key meetings, tracking and helping drive completion of key deliverables and following up on outstanding items
- Substantial administrative and or secretarial experience at senior executive level
- Experience in organising and co-ordinating events
- You will have an excellent communication style and be able to form good relationships with people across different locations and organisations
- 5+ years experience providing executive or administrative support
- Event planning experience for small and large-scale events (both social and functional)
- Effective time-management skills with superior attention to detail and great organizational skills
Executive / Team Assistant Job Description
- Manage cross-functional executive & Senior Management Meetings
- Transcribe & distribute & manage files & records
- Manage projects & conduct research
- Maintain & manage calendar and act as a point of contact between the executive team and internal and/or external clients
- Tracking & Reporting of budgets and process expense reports
- Plan & book travel arrangements
- When necessary, provide support for functional managers and cross-functional corporate initiatives
- Manage all EMEA Regional events from start to finish
- Budget and contract negotiations with vendors
- Registration tracking, agenda design, meeting logistics and execution
- Strong attention to detail and flawless execution
- Ability to manage complex schedules and frequent meeting coordination involving multiple time zones
- Excellent written and verbal communication skills working with senior leadership and diverse cultures
- Maintains high level of integrity and discretion in handling confidential information and dealing with professionals both inside and outside of the company
- Exhibits grace under pressure and maintains a positive attitude / good sense of humor even in the most ambiguous of situations
- Desire and aptitude to continually learn and improve