How to hire for a Executive Administrator?


Executive administrator is like administrative assistants or secretaries in that they all support someone else’s work—usually an executive—by handling or supervising office duties. The difference is that an executive administrator is specifically a senior office staff member assigned to a top executive. This involves supervising and training other office staff, as well as tackling tasks that could have a dramatic effect on the success of a company. 

Standard Job Description:

An executive administrator is responsible for the administrative tasks of corporate executives. In this position, one can expect to conduct research, create statistical reports, and prepare agendas for top management. Other tasks may include overseeing the office budget and ordering office supplies. An executive administrator is less likely to perform the basic clerical tasks of a secretary. They may even have some managerial tasks. These professionals usually work in office settings, but some may conduct their work remotely. 

Typing, filing, and other clerical skills are important, but the best executive administrators often have strong personalities that are exhibited through several beneficial soft skills: 

Communication skills: Executive assistants often serve as a gatekeeper, deciding which messages and which visitors or callers need to go directly to their employer, and which need to redirected or handled in some other way. This involves the ability to quickly glean information from those demanding time from their boss. 

Time management: Anyone managing another person’s time, as executive assistants often do for their bosses, also need to be good at managing their own time. 

Trustworthiness: Executive assistants often have access to sensitive information, and the executives they work for need to trust them fully in order for them to be as efficient as possible at their jobs. 

Multitasking: Executive assistants are regularly handling more than one task at a time while keeping tabs on their bosses’ schedules and keeping them on track. 

Key Job Responsibilities:

1. Provide general administrative and clerical support including mailing, scanning, faxing and copying to management. 

2. Maintain electronic and hard copy filing system. 

3. Open, sort and distribute incoming correspondence. 

4. Perform data entry and scan documents. 

5. Manage calendar for Managing Director. 

6. Assist in resolving any administrative problems. 

7. Run company’s errands to post office and office supply store. 

8. Answer calls from customers regarding their inquiries. 

9. Prepare and modify documents including correspondence, reports, drafts, memos and emails. 

10. Schedule and coordinate meetings, appointments and travel arrangements for Managers. 

11. Maintain office supplies for department.  

12. Develop and carry out an efficient documentation and filing system.  

13. Responsible for Administration related activities Including Housekeeping, Infrastructure Management, Facilities Planning, Security, Pantry. 

14. Arranging events, official parties, functions & outings. 

15. Asset Management including AMC, insurance, maintenance. 

16. Assist in HR activities. 

Ideal Candidate: 

1. Excellent computer literacy skills. 

2. Proficiency with Microsoft Office. 

3. Excellent verbal and written communication skills. 

4. Ability to prioritize tasks. 

5. Ability to work well under pressure. 

Desired Education:

Graduation in any field/discipline. 

Certifications Associated: 

No certifications required as such. 

Key Skills: 

Administration Manager, Facility Management, Vendor Management, Transport Management, Budgeting, Contract Management, Procurement, Tendering, Event Management, Project Management, Online Bidding, Statutory Audit. 

Common Positions:

1. Executive Administrator 

2. Executive Assistant 

3. Administration Executive 

Screening Questions/Assessment Parameters:

1. Experience in negotiating contracts for Office events. 

2. Proficiency in MS-Office. 

3. What additional software programs have you used in the past and how would you describe your computer skills? 

Basic Terminologies:

1. POC. Primary Point of Contact 

2. General Purpose Equipment. Any items of personal property which are usable for purposes other than research, such as office equipment and furnishings. 

3. FPR. Final Proposal Revision. 

4. CSA. Contracted Services Agreement. 

5. Direct Costs. Costs that can be identified specifically with a project or program. 

6. BAFO . Best and Final Offer. 

7. Cost-Reimbursement. A cost reimbursement contract is appropriate for use when uncertainties involved in contract performance do not permit costs to be estimated with enough accuracy to use any type of fixed price contract. 

8. Office of Management and Budget (OMB) Circulars. Administrative policy documents that give instruction to federal agencies on a variety of topics, including the administration of federal grants and cooperative agreements. 

Industry Jargons: 

1. PSA. Purchased Services Agreement 

2. Request for Proposal (RFP). The government’s invitation to prospective offerors to submit a proposal based on the terms and conditions set forth in the RFP. The RFP is also called the solicitation. 

3. RFQ. Request for Quote 

4. SBSP. Small Business Subcontracting Plan 

5. Services Agreement. Vendor agreements issued to contractors by Purchasing Services for the procurement of services. 

6. SAT. Simplified Acquisition Threshold. 

7. Statement of Work (SOW). The document which states the technical objectives, level of effort, and requirements of the contracts. This document is normally found in Section “C” or included as an attachment in Section “J” of the RFP and contract. 

8. Subcontract/Subaward. A formal written agreement with a third-party entity in which a portion of the programmatic work under a Pitt prime award is transferred to another institution or organization, a subrecipient. Subawards are issued by the Office of Sponsored Programs. 

9. Contract Specialist (Contract Negotiator) (CS). A person who is subject to the general supervision of the contracting officer and who carries out most of the procedural steps, as contrasted with the approvals required to be taken by the contracting officer under applicable regulations. 

10. Facilities and Administrative Costs (also known as Indirect Costs, Overhead, F&A, IDC). Costs of an organization incurred for common or joint objectives which cannot be readily and specifically identified with a grant project or other institutional activity. 

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