Executive Assistant
Controller Job Description
Executive assistants perform clerical tasks, like accepting and making phone calls, maintaining files, scheduling meetings, sending memos, drafting and editing correspondence, accepting visitors, reviewing incoming reports, and setting the executive’s daily schedule. They are comfortable with using a computer, as well as advanced computer software programs that give them access to creating and editing spreadsheets and keeping track of expenditures.
An executive assistant’s role is that of a ‘gatekeeper’. They control what phone calls go through to the executive, as well as what meetings are scheduled, rescheduled, or cancelled. They also organize flights and book hotels when travel is necessary.
Organizational skills are one of the top executive assistant key strengths. Without an orderly system, assistants can easily fall behind, miss deadlines, or lose track of important details. Skilled assistants must be multitaskers, ready to pivot at a moment’s notice when an urgent need arises. Then, they must resume the previous task when the crisis ends. Time management is one of the most important executive assistant competencies. Assistants’ duties tend to be time-sensitive. Staying focused and completing tasks on time is crucial for job success. Communication skills are crucial for executive assistants. First, assistants must know how to speak and write professionally to executives, business partners, and high-level clients. Data entry is one of the most desirable technical skills for executive secretaries. Record-keeping is one of the key functions of assistants. People skills are absolutely essential for executive assistants. Executive assistants are expert problem-solvers. Executives often enlist the help of assistants to tackle challenges. The ability to stay calm in stressful situations is one of the most important executive secretary qualifications.
There are few educational requirements to getting started as a secretary, but achieving a position as an executive assistant usually comes only after several years of experience. A high school diploma is enough for most entry-level jobs, but those with associate’s or bachelor’s degrees in business-related fields will be more marketable. No one needs to be certified to be an executive assistant, but there are certifications available through online courses for most software programs that require proficiency. Such certifications can make a job candidate more appealing.
Typical duties of a Controller
• An executive assistant provides individualized support to high-level executives. As an executive assistant, you’re the primary point of contact for everything connected to your executive, responsible for managing their schedule and easing their workflow.
• Handling all incoming and outgoing communication
• Managing schedules and travel arrangements
• Maintaining complex filing systems and databases
• Preparing and reviewing documents and presentations on an executive’s behalf
• Assisting executives with ever-changing strategic projects
• Managing project-based tasks to ensure executives meet their deadlines
• Assisting with tracking priorities and metrics within the executive team
• Preparing agendas and taking minutes for board and executive meetings
• Qualifications: Administrative assistant, business administration.