Executive Assistant / Market Coordinator

Job Description

The function of the Executive Assistant / Market Coordinator is to assist the office in the carrying out of the employers, or the one who heads the office, all necessary duties that lead towards successful company functioning. Thus, a successful Executive Assistant will be required to have a multiplicity of skills and a broad general knowledge of business organization and personal relations. Other words, the EA serves as liaison between the Head of Office and other employees in order to facilitate their internal communication, as well as to promote and maintain their external communication with a third party.

Major responsibilities:

• Coordinates, manages and maintains the employer’s/departmental itinerary in consultation with the respectful parties.
• Ensures the companies/individuals are contacted, consulted and informed about the task required by the employer/department.
• Maintains a high standard of public relations when dealing with other companies, individuals and interest groups.
• Regular updating and maintaining of filing cabinet in orderly and timely fashion.
• Prioritizing tasks and determining between urgent/important activities of the day.
• Coordination of other staff appointed to the respectful section/department.
• Personal engagement in providing the best possible communication /information flow, which contributes at a large extend to successful company functioning.
• Correspondence with other parties as an input on communication strategies.
• Dealing with the phone calls in case there is no private secretary.
• Developing and implementing administration systems within the office.

Other Responsibilities:

·        Confidentiality about matters discussed in the office

·        Politeness and cordiality in dealing with others.

·        Punctuality

Organization

• The daily meetings

To ensure that the employer’s needs are being served, it is important that the employer and the EA meet daily, however briefly, to review the daily schedule and determine priorities. Such a daily meeting enables the EA to understand the employer’s requests, which allows both to carry out their respective duties in an organized manner.

• The Schedule

It is fundamental that the daily, weekly, monthly and annual schedule of the employer is planned in advance as far ahead as circumstances permit. Time should be also set-aside for the employer to review and sign correspondence prepared for his signature by the EA or the department. In order to ensure that the employer is satisfied with his or her schedule, it is important that the EA routinely review the schedule, upcoming events and requests with the employer at their daily meeting.

• Telephone

A protocol for answering and dealing with telephone calls to the employer’s office should be established and followed. Unless the telephone call is expected by the employer or is from a person to whom the employer whishes to talk, a message should be taken and either the employer or the EA, as circumstances dictate, can respond. If the policy established allows, all telephone calls should be returned on the same day. Even if the EA or the Private Secretary (if there is one) is required to call to indicate that the employer is unable to return a call, it is important that the caller know that his needs are being attended to by a member of the staff.

• Correspondence

In accordance with agreement reached between employer and EA, all correspondence addressed to the employer could be opened and logged by the EA or Private secretary who will distribute the correspondence to the employer or could be directly forwarded to the employer.

The EA must establish a procedure to ensure that all correspondence is acknowledged (if not answered) in timely manner so that the sender knows the letter has been received and that the matter is being attended to prior to a detailed reply being prepared. In consultation with the departmental staff, an appropriate Bring Forward and Registry System could be required for the office in order to ensure that the correspondence is neither forgotten, ignored or lost.

In accordance with various categories of telephone calls, such as private, business partners or departmental staff, the priorities should be established for dealing with each category.

• Office and Travel Arrangements

An EA must become familiar with all regulations and procedures relating the travel of employer and office staff if required, which certainly understands the interaction with travel agencies.

·        Coordination of Other Staff

In order to successfully run the administrative part of the office, an EA should pay special attention to the time management and accordingly coordinate other staff engaged in company issues. Based on the strategic work, each EA will be in position to communicate daily needs of other staff and prevent any misunderstandings that could affect the work of the company.