• An Executive Assistant (EA) works closely with managing director / director to provide administrative support, usually on a one-to-one basis. EA helps director to make the best use of his time by dealing with secretarial and administrative tasks.
• EA needs extensive knowledge of the organization in which she works. EA needs to know who key personnel are (both external and internal) and understand the organization’s aims and objectives.
• Director often relies heavily on his EA, trusting that work will be handled efficiently in his absence. Discretion and confidentiality are therefore essential attributes for a successful EA.

Key work activities:

Executive assistant (EA) often act as the director's first point of contact with people from both inside and outside the organization. Tasks are likely to include, but not limited to these:

• Devising and maintaining office systems, including data management and filing
• Arranging travel, visas and accommodation and, occasionally, travelling with the director to take notes or dictation at meetings or to provide general
• Assistance during presentations
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority
• Organising and maintaining diaries and making appointments
• Dealing with incoming email, faxes and post, often corresponding on behalf of the director
• Taking dictation and minutes
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports and presentations
• Organising and attending meetings and ensuring the director is well prepared for meetings
• Liaising with clients, suppliers and other staff