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Executive Administrative Assistant

General summary of functions performed by this role:

Provides high-level administrative support. Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Essential Duties and Responsibilities:  

  •  Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
  • Answer phone calls and direct calls to appropriate parties or take messages
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives and relevant parties
  • Attend meetings to record minutes
  • Greet visitors and determine whether they should be given access to specific individuals
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
  • File and retrieve corporate documents, records, and reports

Knowledge, Skills, and/or Abilities Required:

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology
  • Knowledge of the structure and content of the English and Dutch language including the meaning and spelling of words, rules of composition, and grammar
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
  • Talking to others to convey information effectively
  • Communicating effectively verbally and in writing
  • Managing one’s own time and the time of others
  • Monitoring/Assessing performance of yourself, other individuals, or the organization to make improvements or take corrective action
  • MBO/HBO degree and the ability to operate and function on that level