Job Responsibilities
Every day reading email and calendaring 90 percent. Provided administrative
support to VP when necessary direct reports; coordinated all business meetings;
conferences on and off site.
Maintained business calendar and schedule, made travel
arrangements foreign and domestic, kept travel expense reports current.
Confidentiality was the key to my job: all projects
stayed in strict confidence.
Screened all calls to VP's office; act as gatekeeper.
Interfaced and maintained communications with high
level corporate members; scheduling conferences and major corporate functions
Maintained constant status of VP's projects; reading
VP mail and reacting to all aspects.
Coordinated all communication with staff of 150 people
in department.
Arranged worldwide quarterly meetings with all necessary equipment in place and
presentations distributed appropriately.
Maintained IT Global database for memorandums for
distribution.
Worked with outside vendors to coordinate ongoing
projects.
Arranged personnel roundtables with staff, for both VP
and her direct reports; kept and collected staff evaluations for bonus/salary
conferences.
Read VP's mail to determine changes in schedule; hot
issues.
Team Leader for other assistants in my department;
held month meetings, mentored team members, kept them informed of organization
details.
Overlooked personnel additions and deletions for space
planning: distribution lists; phone changes; and for emergency preparedness.
Work on special projects for Global Financing.
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Job Requirements
My degree was received over 20 years ago in Business
Administration. It was up to me to stay current in business.
Especially the computer revolution, I took classes. Earning my degree
concentration on Basic Accounting, Marketing and Law were usually demanded; took
a few courses in Admin Management dealing with employees, creating a small
company writing a business plan, however rules have changed so much over the
years.
I first received my Associates where I was Valedictorian I found the classes
easy for me. My Bachelors was while I was working so I had to really keep
focused on finishing my degree. Again, I believe these degrees have gotten alot
stronger and competive.
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Uppers
Being a top EA exposes you to confidential materials, which you know and no one
but a few others have the knowledge. You basically control the day to day
organization matters, meetings, staff etc. You can become very esstential to
your company and your executive. Being pro active is a must you should be able to
know everything off the top of your head and react.
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Downers
A lot of firms treat admin staff as the lowest form of employee. With that comes
disrespect, being treated as an underling. Also, you usually have no say where
you work if you are needed in another department you will be moved after 2 years
if necessary your being treated as a thing not a person doing a job well with
knowledge in that areas expertise.
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Lifestyle
You must be pro active, two steps ahead, work with executive as a right hand,
know everything that is going on in personal life and projects in organization.
Know staff and what they do, in case you need their assistance. Dress with
class, suits are great however a clean professional look is a must remember you
are an extension of the office. Sometimes without asking you should know you
need to work late especially when something big is going on, as the EA you should
never have rigid hours A lot of firms are cutting down on social events because
of insurance issues... if invited to one... refine, try to introduce yourself to
those executives you would never know, so you can get noticed. Be an expert on
trip planning, your company's guidelines and create folder with calendar of
meetings and a separate itinerary with times for dinners, when to leave for
airport, etc. Try to put some hotel info from internet and interesting things to
do where they are staying.
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Compensation
I believe a top Executive Assistant with skills, poise and a few years under
their belt are priceless but should be worth between $60-75K depending on where
you live and experience. A novice or new comer should be getting around $ 45-52
K. Bonus depend on company policy and usually based on company's bottom line
(profits) and your own apprasial. Every firm is different.
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Advice to Jobseekers
I believe a Professional Top level Executive Assistant is hard to find. But it
is a necessary position and is a profession. If you treat yourself as a
professional others will have the respect for you. You will be an asset to your
executive and your firm. Always have a one to one relationship built on trust
and mutual respect... you will go far... don't have attitudes about getting lunch
or coffee for the executive. I found them to be
appreciative and will return the favor.
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