Executive Assistant to Managing Director

Job Description

The Executive Assistant may also serve in other areas of administrative, customer service, sales or relationship management related functions as needed. The following job description is not all-inclusive and may vary based on the skillset and experience of the candidate.

Schedule Management

Executive assistant will be responsible for all calendar management and scheduling to include setting up travel, meetings, speaking engagements and other appointments. This will also involve ensuring there are no scheduling conflicts and making sure executives know where they need to be when. Knowing and managing the full details are very key - quick thinking and acting will be imperative.

Office Management

Office management duties. These responsibilities may involve overseeing the work of other office support and other administrative team members/employees, as well as making sure that everything is in place for the office to function smoothly. Tasks may range from keeping up with events, events planning, financial meetings, partnerships planning, negotiating leases, PR events and purchasing agreements to approving vacation requests for office support team members/employees.

Communication Liaison

Manage the flow of information between members of the executive leadership team and entire company. Screen phone calls, review emails, and summarize reports and memos that are received before disseminating information. Serve as the gatekeeper the executives. Communicate and plan meetings with department heads and global offices.

Sales Support

Our executives also serve as our most valuable sales tools - who require an assistant capable of following-up on sales calls, interacting with c-level clients and managing activity in Salesforce. Executive Assistant will be responsible for tracking all communications, emails and important information in Salesforce. Excellent and professional communication skills are essential. Knowledge of Salesforce is required.

Information Preparation

Preparing and formatting information for internal and external distribution. This may include writing letters, emails and memos, compiling data for reports, creating presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties. Manage and help support social media and PR for the individual executive.

Records Management

Maintaining company records and duties for compliance and financial confidentiality. Responsible for setting up and managing both electronic filing systems, as well as taking steps to maintain that the company is compliant with all applicable record-keeping requirements.

Data Analysis

Help lead data analysis, using a combination of computer and critical thinking skills. For example: accountable for ensuring that the executive team and company heads are meeting overall financial goals, carefully analyzing financial data and creating reports.


You will have access to confidential information. Virtually every aspect of the role and position must be protected, so being able to maintain confidentiality and exercise discretion is essential for success in this position.

Desired Skills and Experience

The ideal candidate must be extremely detail oriented, organized, have excellent time management and calendar management skills, be well versed in MS Office, Salesforce, and be flexible to do any task as needed. Must be naturally fast-paced, self-motivated and driven to succeed in all areas.

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