What is expected from EA:
Responsibilities go above and beyond managing calendars and screening calls. He is required to provide specialized support to CMD, organizing his work life, making sure he is prepared for his commitments, and taking care of tactical and logistics-related tasks so that he can focus his time and energy on whats most important. Being an executive assistant is no longer just about handling the daily schedule of the boss. They are the gatekeepers to the leadership office, competent and savvy in handling this proximity to the CMD. Administrative responsibilities (boss calendar, schedule of his travel plan, meetings) make only for only 30 per cent of her work. Rest of the work includes analytics, corporate research, vendor relationship management, finalising deals, management of strategic projects and reporting to the CMD, overlooking internal meetings and other things that might need him
Should be a professional who understands the complexities of business, the business landscape within and outside the organization and all the stakeholders involved. It is not about just hanging around at meetings but to being attentive so he can understand the intricacies of the business, personalities of the people his boss is working with, their equations and expectations. He is expected to be on top of what is happening in the world of business, politics and the ramifications these things will have on the company.
Having the ability to execute decisions on behalf of CMD, network, influence, manage and even lead. The candidate should be able to assist CMD in his responsibilities, give strategic inputs on business campaigns and has the ability to handle projects independently.
The CMDs calendar is dynamic and requires constant attention. In this role, the candidate is required to manage requests for CMDs time and prioritizing whats important. He should be able to make sure that CMD is spending time on the things he wants to spend time on within the calendar framework created. CMD wants to do a lot of things and the EA will be the voice of reason and responsible for pushing back to make sure he has time to think in between all his meetings and activities.
EA will help the CMD in managing his relationships and communication. He will make sure that his contact list is up to date. Make sure CMD stay on top of follow-ups to internal stakeholders and clients. EA is to make sure that the CMD is ready for all his meetings because of EAs preparation.
Keep track of follow-ups from past meetings. Know what CMD needs before he asks.
Skills required from EA
Strong problem-solving and decision-making skills
In-depth understanding of entire MS Office suite
Ability to organize a daily workload by priorities
Skilled in social media tools
Excellent customer service skills: meeting and exceeding expectations; intuitively understand stakeholders; anticipate needs; provide value
Focused, positive attitude, flexible, and proactive
Ability to multi-task and work in fast-paced, demanding environment
Ability to deal with high-energy multifaceted senior members of team
Professional appearance and mannerisms
Solution Focus: take ownership of requests; tailor solution to the member/situation; be timely in follow-up; resourceful in info gathering/research
Superior organizational and project management skills: prioritization, time management, attention to detail, follow through, staying informed with organizational initiatives and priorities
Excellent multi-tasking abilities
Professional level verbal and written communications skills
Managing schedules and people with tact, diplomacy and poise
Expected Activities (but not limited to)
Preparing reports, memos, and other documents.
Answering phones and routing calls to the correct person or taking messages.
Handling basic bookkeeping tasks.
Filing and retrieving corporate records, documents, and reports.
Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
Helping prepare for meetings.
Accurately recording and following minutes from meetings.
Greeting visitors and deciding if they should be able to meet with CMD or other executives.
Using various software, including word processing, spreadsheets, databases, and presentation software.
Reading and analyzing incoming communications, submissions, and distributing them as needed.
Making travel arrangements for CMD and other executives as decided.
Provide general administrative support.
Key Personal Qualities
-Organized. Should love keeping lists. EA should be prepared to discuss whats coming up at any time.
- Detail oriented. Should have an eye for details and are thorough in everything he does. He should proofread your work several times over
-Confidentiality - Must maintain strict confidentiality with sensitive information.
- Professional relationship builder- EA represent the CMD in every action.