Executive Assistants

My VP just asked me for a list of tasks I perform and I know I do a lot....I'm just drawing a blank
Two things I need help with:

1. What are some of the mundane tasks I am forgetting to put on the list?

AND

2. How can I "sexy" it up....I mean is there a sexy way to say "schedules meetings"?

Re: Executive Assistants

Posted by DebG

My VP just asked me for a list of tasks I perform and I know I do a lot....I'm just drawing a blank
Two things I need help with:

1. What are some of the mundane tasks I am forgetting to put on the list?

AND

2. How can I "sexy" it up....I mean is there a sexy way to say "schedules meetings"?

Re: Executive Assistants

Any of these:
Expense reports?
Travel?
Coordinate meetings?
Take and assist with telephone messages?
Health insurance claims?
Typing reports?
Presentations?
Lunch/Dinner/Car service reservations?
Filing and maintaining an effective system?

Re: Executive Assistants

I'm thinking that you may have the following tasks to consider noting:

Travel arrangements
-Coordinate dates/times
-Arrange flight, hotel and transportation
-Work with vendors to obtain best prices
-Handles issues with itinerary changes

Answering Telephone/Messages
-Professional manner
-Speak with people of various levels
-Proper Communication
-Handle stressful calls

Expense Reports
-Account for all expenses incurred
-Requires Attention to detail & timely submission

Budget/Paying Invoices

Sort Through Mail

As far as scheduling meetings:
- Coordinate meetings on behalf of the VP with direct reports, senior executive staff and external vendors (if applicable).


Try to play up the following skills:
Attention to deatil and accurancy
Proficient use of Microsoft Word, etc.
Ability to handle multiple tasks and prioritize
Good verbal and written communication
Excellent organizational skills

Re: Executive Assistants

Re: Executive Assistants

You should do a search on the job sites and see what is expected of Executive Assistants - then write down everything you do and the wording will be just as you need it

Re: Executive Assistants

Re: Executive Assistants

Re: Executive Assistants

Here's a list-sexy or not

Organize team meetings
Take minutes of meetings, transcribe and distribute to appropriate parties
Project follow up and documentation
Conference planning
Assist HR in new hire orientation
Process invoices
File expense reports
Reconcile credit card statements
Maintain Management Committee Agenda
Prioritize meetings-
Arrange social events
Update call logs
Route mail
Route vendor requests
Point of contact for all meetings

Sexy-fluffy-call it what you want.

Re: Executive Assistants

• Coordinate and prioritize a complex calendar.
• Coordinate all offsite meetings and group events.
• Communicate effectively with senior management in scheduling internal and external meetings.
• Prepare all confidential material relating to banker mid-year and year-end reviews, as well as, all Investment Banking promotions.
• Compose spreadsheets relating to individual bankers, client relationships, team deals, and group headcount.
• Plan and manage all domestic and international travel arrangements, including coordination of business client meetings and conference calls.
• Create reports on client contacts and process all expense reports.


also wanted to add, I usually also read current ads and use that info too.