Job Description

Executive Assistants will provide direct support and assistance to the C-Suite and the Board of Trustees. Duties vary from time to time, but the job is consistently challenging and rewarding. 

The main function of Executive Assistants is to ensure the smooth operation of all administrative processes within the company. In support of Executives, Managers and Staff, the goal is to help administrative processes be carried out in an effective and timely manner.

Executive Assistant will typically work in an office environment, and will be required to occasionally travel in order to attend meetings and/or run errands.

Responsibilities

Executive Assistants are responsible for carrying out the tasks assigned to them using the resources and tools provided to them. In order to increase efficiency and maintain open lines of communication, Executive Assistants perform a variety of tasks. 

• Supporting Managers and Employees – One of the major responsibilities of Executive Assistants is helping managers and employees find answers to administrative questions. This may involve locating records, checking schedules, researching names and dates and more.
• Schedule Meetings – Executive Assistants are sort of like the central calendar of an office. They use a master calendar filled with the combined appointments of all managers and employees to arrange meetings on appropriate dates and times.
• Keep Records – In order to keep things organized, Executive Assistants must keep detailed records in a clear and well-maintained filing system
• Book Trips – Whenever other members of their company need to go on business trips, Executive Assistants will be in charge of making the required travel arrangements, such as plane tickets, hotel reservations and rental car reservations.
• Act as Point of Contact – To keep everyone connected, Executive Assistants are responsible for answering calls, replying to emails and facilitating communication both inside and outside of the company.
• Prepare Reports and Documents – To ensure that there is a clear written record of all their company’s affairs, Executive Assistants must help prepare reports as well as write emails, memos, letters, faxes, forms and other documents.

Skill Requirements

Bachelors Degree or higher, with a background in administrative and operational affairs, medical, business, bookkeeping or law required.

Successful Executive Assistants are energetic, highly organized individuals who are just as adept at talking with people as they are at coordinating complex schedules. They aren’t afraid to be outgoing and friendly, and they have a firm grip on their company’s logistics at all times. In addition to these general attributes and personality traits, employers are looking for Executive Assistants with the following skills and qualifications.

• Communication skills – Since they will be regularly communicating with colleagues at every level of the company as well as people outside the company (such as vendors and visitors), it’s imperative that Executive Assistants have excellent written and verbal communication skills
• Attention to detail – If meetings are scheduled at conflicting times or plane tickets have not been purchased in time, it will be the fault of the Executive Assistant. For this reason, Executive Assistants must have a high level of attention to detail
• Organizational skills – In order to keep track of all the meetings, schedules, appointments, phone calls and documents in their care, Executive Assistants need to have top-notch organizational skills
• Time management skills – Because Executive Assistants will be constantly juggling multiple tasks at one time, they need to be able to manage their time wisely as well as accurately prioritize their work

Compensation & Benefits

For a 32 hour work week, the IPA typically pays more than the national average – according to the Bureau of Labor Statistics (BLS), as a matter of policy, in order to set an example of the change we wish to see in the world and provide our employees a healthy work-life balance and a living wage. According to the Bureau of Labor Statistics, the median annual salary for Secretaries, Administrative and Executive Assistants, which includes Executive Assistants, is $37,230. The lowest paid earn $22,930 or less per year, while the highest paid earn $62,230 or more per year. Executive Assistants in the District of Columbia, Massachusetts and Connecticut enjoy the highest annual salary in the U.S., earning $46,760, $44,430 and $42,120 per year respectively.

In that regard, IPA is contracting this position out with a commensurate pay structure, with bonuses based on performance.