The Executive Assistant: A Job Analysis

Job Analysis

Within every job, there are established criteria necessary to effectively execute the daily functions of that job. Candidates hired for those positions are to be educated on what is expected, be it daily activities or expanded responsibilities. So who makes the determination regarding what is expected of each employee with a designated job title? Industrial/ Organizational Psychologists are the go-to individuals for human resources within a corporation. These psychologists play key roles in shaping accurate expectations of the job, analyzing the tasks' relative importance, and what skills, knowledge, and abilities are essential in successfully executing the specified tasks for the position. This writing will explore what is entailed in analyzing a job, evaluating the reliability and validity of the tasks involved, and explanation of the various benefits and vulnerabilities of different performance appraisals.

The Executive Assistant: A Job Analysis

There are various approaches to which a formal job analysis may be compiled; job-oriented approach or person-oriented approach. The layout for an executive assistant would be geared towards a job-oriented approach due to the nature of what an executive assistant's position entails. These types of jobs require an individual that is meticulous, detail-oriented, and efficient. As with any job, there could always be the argument that any job should be person- oriented; however, in the case of an executive assistant, the position requires a taskmaster perhaps.

In order for any analysis to be formal and complete, three elements should comprise the analysis. Those elements are: creating a systematic procedure for the job, describing components of the job rather than the overall job, and creating a written analysis of what was determined or deemed necessary to execute the executive assistant job successfully (Brannick, Levine, & Morgeson, 2007, p.8). Job-oriented approaches relate to the job itself, while person-oriented approaches relate to the employee and what he or she has to offer for the job required. As described by Spector, job-oriented job analyses about the nature of the tasks done on the job (2008, p. 55). The position for executive assistant would be a collection of duties that make up what the expectations of him or her on the job. The tasks are the smaller components of duties that clearly describe how to perform the specified job. An industrial/organizational psychologist is the person to establish these job function guidelines so that they should apply to any candidate searching to become an executive assistant. Within a corporation, a job analysis would serve as a catapult to which other activities and functions are built upon. Below is a job analysis of the expectations of an executive assistant as follows:

Job Title: Financial Planning Sales

Classification: Full Time Employee

Job Requirements

Summary of Position

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.

1. Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the Fresenius office

2. Represent Fresenius to the public, businesses, and other agencies at the request of the Vice President

3. Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations

4. Review and summarize miscellaneous reports and documents; prepare background documents as necessary

5. Research and analyze routine administrative projects for the Vice President; prepare first draft reports on routine administrative matters

6. Process payment of invoices

7. Make extensive