When you are looking to create a successful organization in the world, you need to look after minor details in the company. This can be scheduling meetings, answering calls and emails, and ensuring a smooth business process.
Therefore, you require a professional that will focus on these things and allow you to focus on the bigger aspects. That is why executive assistants are in dire need to help the CEOs and executives smoothen the business process.
So, in the present article, we will talk about the role of an executive assistant and the things to look for while hiring. Let’s shift our focus over to the next section:
Roles of An Executive Assistant
Executive assistants give a human face to the company and help the upper management to smoothen the workflow. They ensure that everything in the company is in order and organized. The assistants indirectly help the company to boost its profit rates and earn high revenue. Hence, there are certain roles and responsibilities that executive assistants need to follow:
- Managing different schedules of the company executives.
- Answering and responding to phone calls and emails. Also, channel the information to the executives and vice versa.
- Coordinating travel arrangements for executives.
- Focusing on the logistics to ensure that meetings are properly organized.
- Furthermore, they need to draft, analyze, and revert on behalf of the company.
- Maintain CEO’s multiple records and documents.
Moreover, there are other things that you need to follow as an executive assistant:
- Providing administrative support to the office, such as typing, dictation, creating spreadsheets, faxing, and maintaining a contact database.
- They also need to maintain strict professionalism and keep confidentiality regarding the materials related to the company.
- Lastly, the role and responsibility should include planning office events for office members and external members.
So, these are the roles you need to maintain and follow as an executive assistant. Also, it will ensure that the company’s process is organized and smooth.
Skills And Qualifications Required for the Job
When hiring an executive assistant for your company, you need to look for the right skills and qualifications. Here are a few skills you need to look for:
- Three or four years of experience in an administrative role, where they know how to report directly to the upper management.
- Brilliant written and communication skills.
- Excellent time management skills and the ability to create connections among different projects.
- Has a great grip over the Microsoft Office tools and a keen attitude towards learning new software and systems.
- They must know how to be a team player and have a great attitude toward challenging situations.
- Finally, they need to have the capability to maintain confidentiality regarding sensitive information.
Yet, some other skills are also preferred for an executive assistant. It is:
- They have severe knowledge regarding budgets and expenses.
- Furthermore, they should be experienced in filing databases and working around the company’s internal processes.
Therefore, they must possess these skills, ensuring they are well-equipped with all office work. Even in the recent study by the Harvard School of Business showcased the:
Utilities Of An Executive Assistant
Executive assistants’ roles and responsibilities are increasing as the world is more specialized. This is because, with more utilities, they can offer better help to the company.
Here is a way they can showcase their utility:
Delegation
Assistants need to know who to delegate effectively. It means listening to phone calls and answering them on behalf of the company. Further, they should know how to channel information throughout the company.
Furthermore, they should have basic knowledge about financial management. Also, they should know how to attend meetings and how to plan and organize them. Therefore, giving more utilities for CEOs and allowing them to focus on the bigger aspects like revenue and profit.
Understanding The Unspoken Needs Of The Company
One of the things that is needed in an executive assistant is their emotional intelligence skills. This is required to understand the necessity of different situations. Furthermore, they should know what the CEOs need, their strengths and weaknesses. This will allow them to make a smooth decision-making process.
Moreover, when you know about the executives, you will realize how the upper management reacts in a different situation. Hence, it offers solutions to manage other issues prevailing in the company.
Wrapping Once And For All!
In the end, executive assistants are critical for the success of modern organizations. Their skills and qualifications are necessary to ensure that their logistics and paperwork are done properly.
Lastly, attending meetings, phone calls, and emails will delegate tasks smoothly throughout the company. Hence, it gives an indirect boost to the company’s production line and allows you to earn more revenue and profit.
