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CEO Assistant Job Ad Template

Spot the difference

Writing job ads can be a tough process when you’re not clear on the details of the role. For example, what skills do CEO Assistants specialise in that Office Managers don’t? And what separates an Administrative Coordinator role from an Office Administrator?

In short; CEO Assistants provide administrative support specifically to a CEO, Office Managers assist the whole team in administration and communication and Administrative Coordinators specialise in data entry and scheduling.

  • Executive CEO Assistants are skilled in administrative duties, scheduling and communication. Their role’s primary focus is managing the calendar, expenses and admin of the CEO of a company. They will be comfortable communicating with stakeholders on behalf of the CEO, completing expense reports and other similar admin tasks.
  • An Office Manager is an on-site individual specialising in supporting a team’s office administration needs. The Office Manager generally oversees communication with any on-site visitors, maintains office equipment and stock supplies as well as taking the lead on office budget management.
  • Virtual Assistant is a role that offers support in various administrative tasks to a team. Which tasks a Virtual Assistant will assist with usually depends on the team’s needs, but tend to include bookkeeping, budget management, data entry and support with calendar organisation.
  • Administrative Coordinators ensure that a team’s admin tasks run smoothly and communication is organised. Data entry, organising and scheduling meetings, quickly finding vital information for different departments and assisting with budget management all fall under this role.

Interview questions available

Also see our CEO Assistant interview questions

Job Ad Template

  • Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
  • This means you won’t need to read through too many CVs to find your superstar.
  • You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
  • You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

Do your calendar organisation skills borderline expert levels? Are you a master in verbal and written communication? Have you got experience in budget management? If you’ve answered yes to each of these questions, this Personal Assistant to the CEO position at {Company_Name} is a perfect fit for you.

This position reports directly to the CEO of the company and is an exciting opportunity to handle business communications, data entry and schedule management at a founder level. Your responsibilities will vary from day to day, but will often include planning and booking travel, tracking and filing the CEO’s expenses and compiling correspondence and reports.

You’ll also have the chance to communicate with various departments within the company, as well as external stakeholders, on behalf of the CEO.
Du bist ein Experte in Sachen Kalenderorganisation? Du bist ein Meister der mündlichen und schriftlichen Kommunikation? Du hast Erfahrung in der Budgetverwaltung? Wenn du jede dieser Fragen mit "Ja" beantwortet hast, ist diese Stelle als persönlicher Assistent der Geschäftsführung bei {Unternehmen_Name} eine spannende Gelegenheit für dich.

In dieser Position bist du dem CEO des Unternehmens direkt unterstellt und übernimmst die Geschäftskommunikation, die Datenerfassung und das Terminmanagement auf der Ebene der Geschäftsführung. Deine täglich variierenden Aufgaben umfassen unter anderem die Planung und Buchung von Reisen, die Verfolgung und Ablage der Ausgaben des CEO und die Erstellung von Korrespondenz und Berichten.

Du erhältst außerdem die Möglichkeit, im Namen des CEO mit verschiedenen Abteilungen innerhalb des Unternehmens sowie mit externen Interessengruppen zu kommunizieren.
  • This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself. 
  • You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives. 
  • Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally. 
  • What do you believe in, and what are your core values?

Responsibilities

Remember these responsibilities are just examples for a CEO’s Personal Assistant job description, not all of these will be relevant to your company’s specific needs. Plus, there may be other responsibilities that we’ve not mentioned! Please edit this draft text to match your company’s needs.

• Handling emails, phone calls and other communication for the CEO.
• Researching and booking transportation and accommodation for any necessary travel.
• Assist with data entry and file management.
• Receiving and delivering messages and information to relevant parties.
• Managing the CEOs calendar, including arranging meetings, appointments and other relevant events.
• Filing and tracking any needed expenses, receipts or invoices.
• Prioritising and resolving any scheduling conflicts.
• Attending meetings or networking events as needed.
• Implementing time-saving strategies where possible.
Denken Sie daran, dass diese Aufgaben nur Beispiele für eine Stellenbeschreibung für Verwaltungskoordinatoren sind, die nicht alle auf Ihre spezifische Stellenanzeige zutreffen werden. Und vielleicht gibt es noch weitere Aufgaben, die wir nicht erwähnt haben! Bitte bearbeiten Sie diesen Textentwurf, damit er den Anforderungen Ihres Unternehmens entspricht.

• Du kümmerst dich um E-Mails, Telefonanrufe und andere Kommunikationskanäle der Geschäftsführung.
• Du findest und buchst geeignete Transportmittel und Unterkünfte für alle notwendigen Reisen.
• Du unterstützt die Geschäftsführung bei der Datenerfassung und Aktenverwaltung.
• Du nimmst Nachrichten und Informationen entgegen und leitest sie an die zuständigen Stellen weiter.
• Du verwaltest den Kalenders der Geschäftsführung, einschließlich der Organisation von Meetings, Terminen und anderen wichtigen Veranstaltungen.
Erfassung und Nachverfolgung aller erforderlichen Ausgaben, Quittungen und Rechnungen.
• Du setzt Prioritäten und löst Terminkonflikte.
• Du nimmst in Vertretung nach Bedarf an Sitzungen oder Netzwerkveranstaltungen teil.
• Du setzt Strategien zur Zeitersparnis ein, wo immer dies möglich ist.
  • This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
  • This should be clear and concise and set boundaries for submissions.
  • The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
  • This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?

Requirements

Remember these requirements are just examples for a CEOs Personal Assistant resume, not all of these will be relevant to the role you’re advertising for and there may be others that we’ve not included! Please edit this draft text to match your role requirements accurately.

• Extremely strong organisational skills.
• Proficient in Microsoft office.
• Great written and verbal communication skills.
• Strong problem solving and prioritisation abilities.
• Excellent time management skills.
• Proven ability in travel arrangements and scheduling meetings/appointments.
• 2-5 years previous experience in a Personal Assistant or Executive Assistant role.
• Experience in a C-Level Assistant role is a plus!
Denken Sie daran, dass diese Anforderungen nur Beispiele für den Lebenslauf eines persönlichen Assistenten des Geschäftsführers sind. Nicht alle dieser Anforderungen sind für die Stelle, die Sie ausschreiben, relevant. Es kann außerdem weitere Anforderungen geben, die wir nicht aufgeführt haben! Bitte bearbeiten Sie diesen Textentwurf so, dass er den Anforderungen Ihrer Stelle genau entspricht.

• Du bringst 2-5 Jahre Berufserfahrung als Personal Assistant oder Executive Assistant mit. Erfahrungen aus einer vorherigen Tätigkeit als C-Level-Assistent sind ein Plus!
• Du verfügst über sehr gute organisatorische Fähigkeiten.
• Du kennst dich in n Microsoft Office aus wie in deiner Westentasche.
• Du besitzt hervorragende schriftliche und mündliche Kommunikationsfähigkeiten.
• Du bringst ausgeprägte Fähigkeiten zur Problemlösung und Priorisierung mit.
• Du verfügst über ausgezeichnete Zeitmanagementfähigkeiten.
• Du kannst Erfahrungenen in der Organisation von Reisen und der Planung von Sitzungen/Terminen nachweisen.

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

  • Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
  • Add photos that show off your office space, team events and your team having a great time.
  • Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
  • Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
  • Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.

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