Startup entrepreneurs tend to be all-rounders as they need to understand all aspects of the business they are building. They wear this like a badge of pride. However, you don’t really have to wear all these hats if you have someone who can fill that jack-of-all-trades role. That’s what an executive assistant is for. Read on to know more about the job duties of an executive assistant.
An executive assistant’s duties will vary from one company to the next, but it usually includes a combination of administrative and managerial functions.
1. Point Of Contact – One of the duties of an executive assistant is to act as the first point of contact for you internally and externally. She will receive and screen phone calls, respond to inquires, redirect calls, review incoming emails, and pass any important information on to you.
2. Office Management – An executive assistant keeps the office running smoothly and efficiently. They will ensure that tasks and projects are completed within deadlines, and they are in charge of overseeing the work of lower-level clerical and administrative staff.
3. Human Resource Functions – If you don’t have a human resource manager or HR department, an executive assistant can fill that role and handle the duties associated with the position. She can maintain employee records, prepare payroll, post job ads on career sites, and handle employee relations. They can also maintain an updated database with all the information regarding the current employees of the company.
4. Market Research – Market research is a key part of the business planning process because it provides the relevant data needed to help you grow your business. Your executive assistant can help you develop your marketing research strategy and help you gather information about your target market. That way, you don’t have to spend all that time doing this yourself.
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5. Calendar Management – This usually falls under the scope of duties for an executive assistant. She will schedule meetings and other engagements for you, and she will keep an eye on the clock to make sure that your appointments don’t exceed time limits. Your executive assistant will also take care of travel arrangements and make sure that there are no scheduling conflicts.
6. Information Preparation – The executive assistant is responsible for preparing and formatting information for internal and external distribution. This includes writing reports, creating presentations, transcribing, editing, proofreading, compiling data for reports, and other information preparation duties.
7. Finance Administrative Support – Startups and small businesses usually don’t have an accounting department, so it’s usually the owner’s responsibility to keep track of this side of the business. Fortunately, an executive assistant can alleviate some of the pressure by providing basic finance administrative support. She can create and update spreadsheets of daily transactions, manage accounts receivable and payable, and review and process reimbursements.
8. Records Management – You can put an executive assistant in charge of maintaining company records. She can set up and manage filing systems, and ensure that you comply with all applicable record-keeping requirements.
As you can see, an executive assistant is expected to do complex administrative tasks that require a high degree of independent judgment and initiative. She can even act in your stead when you are engaged elsewhere. Can’t attend a meeting with a client or vendor? Ask your executive assistant to attend them and take detailed notes.
Executive assistants play a vital role in the success of any company. Just ask Melba J. Duncan, the president of The Duncan Group and the author of The New Executive Assistant.
“Simply put, the best executive assistants are indispensable. Microsoft will never develop software that can calm a hysterical sales manager, avert a crisis by redrafting a poorly worded e-mail, smooth a customer’s ruffled feathers, and solve a looming HR issue—all within a single hour, and all without interrupting the manager to whom such problems might otherwise have proven a distraction,” Duncan said in a Harvard Business Review article. “Executive assistants give companies and managers a human face. They’re troubleshooters, translators, help desk attendants, diplomats, human databases, travel consultants, amateur psychologists, and ambassadors to the inside and outside world.”
Executive assistants can learn to think as you do, and they can anticipate your needs and get things done without being asked. They can help you reach your goals.
So what are you looking for in an executive assistant? What duties is she expected to perform? Do you prefer someone with past experience in your field of business? Or are you just looking for an all-rounder who can fill the gaps in your business?
Whoever you choose to hire, make sure that person is flexible and resourceful since she has to think on her feet. Since your executive assistant is going to be your company’s first point of contact, she also has to have excellent verbal and written communication skills.
Where To Hire An Executive Assistant Without Breaking The Bank
The average salary for an executive assistant is around $4,000 per month in the US, so not everyone can afford to hire one to work for them full-time. Fortunately, you can always outsource this role. In the Philippines, you can find executive assistants who are willing to fill the position for around $500 a month. The rates there are incredibly affordable, that’s why we prefer to use OnlineJobs.ph to find and hire people for our business.
OnlineJobs.ph is the largest Philippine job posting board, so it won’t take you long to find the perfect executive assistant for your business. Now, the site requires you to pay a small subscription fee (only $69) before you can communicate with the people who respond to your job post, but you can unsubscribe when you’re done hiring. So sign up, post your job ad, and start hiring.
* Disclosure: The link above is an affiliate link, meaning, at no additional cost to you, I will earn a commission if you click through and make a purchase. To find out more about our view on affiliate products, please see this page.
If you don’t have the time or the resources to handle the recruiting process on your own, you can always hire an executive assistant through an outsourcing agency. You will pay a bit more for their services, but they know where to find the best talent.
If you have any questions just give us a nudge. Check out this article if you need help crafting the perfect executive assistant job description?
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