The process of finding the right executive administrative assistant for your business can be a grueling task. You’ll have to go through all the resumes, and then you’ll have to test the applicants and check their references before you can interview the finalists. But that’s what you have to do if you want to find the cream of the crop, right? Well, I’m going to let you in on a little secret. If you want to increase the success of your recruitment process, you have to know how to craft the perfect executive administrative assistant job description.
The first thing we have to do is to come up with a clear job title. In this case, just keep it simple. You can write something like “Executive Administrative Assistant with over 10 years of experience working with top decision-makers,” “Executive Administrative Assistant with a Business & Finance background,” or “Executive Administrative Assistant with excellent computer skills, attention to detail, and organizational abilities.”
I’m sure you have seen companies use wacky job titles with the words like Ninja, Rockstar, Guru, Genius, Superhero, and Wizard added to them. Yes, it’s a great way to show applicants that you have a relaxed work culture, and it can be an excellent way to attract young talent. The problem here is that job seekers may have difficulty finding your job posting if you use those words. Just play it safe and use traditional titles so more people can find your job post.
Keep the job overview short. In a few sentences, provide a description of the role and the qualities you’re looking for in an executive administrative assistant. Here’s an example:
“I’m looking for a well-organized, detail-oriented executive administrative assistant to join my team. The perfect candidate should have the ability to multi-task and work at a fast pace in order to meet tight deadlines. I want someone resourceful and proactive, someone who has the ability to take initiative and do what needs to be done before anyone else recognizes it needs to be done.”
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Now, it’s time to list down the job responsibilities, and the skills and qualifications required for the job. Instead of paragraphs, it’s better to use bullet points in this section because it’s much easier for job seekers to scan through.
So instead of writing:
“The executive administrative assistant is expected to manage our calendar, screen calls, organize meetings, make travel arrangements, produce reports and presentations, maintain the database system, and act as our first point of contact with internal and external clients, vendors, and team members.
The candidate must have the ability to multi-task with ease, excellent verbal and written communication skills, outstanding organizational and time management skills, and familiarity with productivity software like Microsoft Word, Outlook, and Excel. The applicant also has to be Internet savvy and have work experience as an executive administrative assistant or a similar role.”
Write it this way:
Responsibilities:
Manage calendars
Screen Calls
Organize meetings
Make travel arrangements
Produce reports and presentations
Maintain the database system
Act as the first point of contact with internal and external clients, vendors, and team members
Skills Required:
Ability to multi-task with ease
Excellent verbal and written communications skills
Outstanding organizational and time management skills
Familiarity with productivity software like Microsoft Word, Outlook, and Excel
Internet savvy
Work experience as an executive administrative assistant or similar role
Want to attract the right people with your job post? Give them an idea of what to expect in their future work environment. Let job seekers get a sense of your company’s culture.
Here’s an example:
“The #1 thing anyone should know about me when applying to be a member of my team, is that I believe in enabling my team members and getting out of their way – I do not micromanage or butt in unnecessarily when someone takes ownership of their work and does a great job! Also, I have highly detailed video training to help you step-by-step through the work for this position. This is PAID training – I never asked my team members to do the work or training for free.”
Hiring for culture fit is essential if you’re hiring for the long term. You want to look for candidates who feel comfortable working in the environment you have, and you want to find people who understand your company’s mission, vision, and core values.
“Culture is everything in recruitment. Everything eventually comes back to a candidate asking themselves, ‘Will I be a good fit and really enjoy working there?’ So it’s critical that culture is all over a job description,” Justin Cerilli, Managing Director at Russell Reynolds Associates, said.
“Cultural fit is just as much of importance to both employees and employers as technical and experience fit, if not more so. A bad hire costs money and drains productivity; a lack of culture fit and employee engagement increases turnover, so you’ve got to get it right.”
Since hiring an executive administrative assistant in the US will cost you around $4,000 a month, a good option is to go for one overseas. OnlineJobs.ph is always a great place to start your search because of the top talents available at affordable rates. In fact, you will likely find a lot of candidates who are willing to fill the role for around $500 a month. Go and create an account, put up your executive administrative assistant job description, and wait for the resumes to pour in.
If you have any questions, don’t hesitate to send us a message.
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