Executive Assistant

What is an Executive Assistant?

An Executive Assistant is a highly organized professional responsible for providing comprehensive administrative and operational support to executives and teams. They ensure smooth daily operations by managing schedules, coordinating travel, and handling confidential information with professionalism.

In an agency environment, Executive Assistants play a vital role in planning meetings, organizing events, and supporting key initiatives. Their ability to juggle multiple responsibilities, maintain accuracy, and communicate effectively helps streamline processes and enhance team productivity.

Average Monthly Employment Cost (with Benefits)

Average Annual Employment Cost (with Benefits)

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Executive Assistant Job Description

We are seeking a detail-oriented Executive Assistant to support our leadership team and agency operations. In this role, you will coordinate travel, manage calendars, and oversee email communications to ensure seamless daily operations.

Responsibilities include planning meetings, organizing events, preparing documents, and handling special projects. You will also assist with office management, basic accounting, and project coordination to keep agency initiatives on track. If you thrive in a fast-paced environment and enjoy managing diverse responsibilities, this role offers an exciting opportunity to make a meaningful impact.

In this role, you will: 

• Manage and coordinate travel arrangements for agency staff, ensuring seamless logistics.
• Oversee scheduling and calendar management to ensure smooth operations.
• Monitor and manage emails in real time to keep communications efficient and timely.
• Handle both professional and personal administrative tasks, appointments, and reminders.
• Take accurate meeting minutes and follow up on action items.
• Assist with various special projects and administrative duties as needed.
• Plan and execute meetings, ensuring all details are organized and executed smoothly.
• Organize and execute events to support agency initiatives and client relations.
• Prepare and review documents for accuracy and completeness before distribution.
• Handle confidential information with discretion and professionalism.
• Produce reports, presentations, and spreadsheets to support agency activities.
• Organize and analyze data to provide insights and recommendations.
• Conduct basic research to support ongoing projects or initiatives.
• Post content to social media channels to maintain the agency’s online presence.
• Perform general office management tasks to ensure a smooth work environment.
• Assist with basic accounting/bookkeeping tasks, ensuring accurate financial records.
• Support basic project management activities to keep agency projects on track.

Essential Skills & Qualifications:

• Proficient in Microsoft Tools and Google Suite for efficient task management.
• Strong communication skills to liaise effectively with teams, clients, and vendors.
• Exceptional attention to detail, ensuring all tasks are completed accurately.
• Strong organizational skills to juggle multiple responsibilities in a fast-paced environment.
• Ability to meet deadlines and handle multiple tasks simultaneously.
• Can work with minimal supervision and take initiative when needed.

Preferred Qualifications:

• Experience managing travel and schedules for executives in an agency or similar environment.
• Proven ability to handle confidential information with discretion.
• Familiarity with basic project management tools and practices.
• Experience preparing reports, presentations, and financial records with accuracy.
• Knowledge of social media platforms for content posting and engagement.