Executive assistants play a critical role in a company by assisting the company's key executives with scheduling, organization, and administrative tasks. While there are some common responsibilities and skills that most executive assistants should have, when you post the job, your job description should have details about any unique responsibilities or skills.
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In this article, we'll help you craft your executive assistant job description and share some examples to help you get started.
What is the role of an executive assistant?
The role of an executive assistant is important to the success of the executive and, as a result, the company. An executive assistant helps the executive they work for with tasks like scheduling; review, prioritize and respond to emails; answer and return phone calls; document organization; registry mantenance; take notes in meetings and any other administrative task that helps the executive to carry out his work.
How to write an executive assistant job description
While every job description, whether posted on Indeed, another job posting site, or your company's website, should include a statement of equal employment opportunity, job responsibilities, skills, and education requirements. , the executive assistant job description should also include any specific responsibilities unique to the position. with your company or with the executive with whom the assistant will work.
To write a job description that appeals to qualified candidates, you should speak directly with the executive to learn their top priorities for the executive assistant. Ask them if they have any unique work habits or preferences to consider. For example, if the executive travels frequently, you'll want to include responsibilities related to travel arrangements and handling travel receipts in the job description.
Executive assistants perform more than administrative tasks; they are often the executive's "right hand" enabling them to advance company initiatives and goals. They filter and cater to the day-to-day functions that are part of the executive's role so that the executive can focus on high-level leadership and strategy functions.
Your job description should include a brief overview of the company and the key functions of the position, as well as detailed information about responsibilities, skills, qualifications, and benefits.
Executive Assistant Responsibilities
Your job description should include a list of the key responsibilities of the executive assistant. Since every executive works differently and will likely have their own priorities, it's important to be as specific as possible about responsibilities so that you can find the most qualified candidates.
Feel free to be more specific on your job responsibilities, but the following are some of the more common executive assistant responsibilities:
- Manage the schedule of company executives
- Compose, review and send communications on behalf of company executives
- Organize and prepare for meetings, including gathering documents and taking care of meeting logistics.
- Answer and respond to phone calls, communicate messages and information to the executive
- Prioritize emails and respond when necessary
- Coordinate travel arrangements.
- Maintain various records and documents for company executives.
Executive Assistant Skills and Qualifications
Executive assistants typically have a high school diploma or GED, but some companies prefer applicants to also have a bachelor's degree. Some of the key skills for an executive assistant are:
- Excellent skills in written and verbal communication
- time management skills
- Ability to pay attention to detail.
- organization skills
- Ability to do many things at once
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
Additional information to include in the job description
You'll also want to include information about your company and industry in the job description, especially as it relates to the role and responsibilities of the executive assistant.
For example, if the company has a CEO and a COO and the executive assistant will work for both executives, you'll want to include this information in the job description. If, for example, the company is in the digital media industry, you may want candidates to have a working knowledge of that industry, including frequently used processes, terminology, and technology programs.
It might also be useful to include information on salaries. In fact, if you have employees in Colorado or are filling a remote position that may have applicants from Colorado, you may need to include salary information. It is also helpful to include information about employment benefits, and don't forget to include information about equal employment opportunity or other information as required by law.
Executive Assistant Job Description Examples
In this section, we share sample executive assistant job descriptions found on LinkedIn from various industries to help you create your own. The first job description is a good example of a job summary for an executive assistant. The second job description includes a full list of responsibilities that you should consider including in your job description. And the third example shows the common skills, qualifications, and background of an executive assistant.
Example 1. Executive Assistant to the General Counsel
We are looking for an Executive Assistant to support the Legal Director who is responsible for Legal Affairs, Compliance, Government Affairs and Human Resources. This role will coordinate and manage executive programming, prepare and organize major legal and strategic materials and plans, and support board meetings and the preparation of board materials.
This role serves as the eyes and ears of the CLO, connecting organizations, projects, and critical business information with the CLO, ensuring meetings and materials are efficient and effective, and serving as a trusted partner in meeting legal business priorities.
The dynamic nature of this role requires the ideal candidate to have exemplary time management skills and the ability to identify and anticipate the CLO's needs. The role should interact smoothly and with professional demeanor across a wide range of people, including members of the senior management team, the board of directors, and leaders reporting to the CLO.
To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personal and institutional information while exercising professionalism and discretion.
This is a good example of a job summary or introduction to your job description, as it includes a summary of the role of the executive assistant.
Example 2. Executive Assistant in an Information Systems Company
The executive assistant provides administrative and operational support to the chief information officer (CIO).
Main Duties and Responsibilities
- Work directly with the CIO to support all aspects of their daily work routine.
- Maintain the CIO's calendar, including scheduling meetings, appointments, talks, and travel arrangements (may include domestic and international). Exercise discretion in spending time and assessing needs.
- Serve as liaison between the CIO, ACGME staff, and the public. This includes receiving and screening CIO phone calls and visitors, tactfully and diplomatically answering a variety of questions, receiving messages, and routing calls appropriately for resolution.
- Coordinate work with other ACGME staff as needed; play a key role in coordinating the efforts of staff both within and outside the department.
- Provide coordination, monitoring and communication of the projects and programs managed by the IS Department and the Program Management Office (PMO) of ACGME.
- Assist in the activities and processes of the PMO, including project planning, intake, prioritization, initiation, execution and training; as well as fostering collaboration of end users and key stakeholders.
- Serve as the primary point of contact between the CIO Office and the IS governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Assist the CIO in developing presentations and white papers for internal and external audiences.
- Determine the priority of the CIO's attention issues; redirect matters to staff for handling, or handle matters personally, as appropriate.
- Keep the CIO informed on priority and time-sensitive issues, ensuring proper follow-up.
- Routinely perform a wide variety of support tasks.
- Handle printing, faxing, overnight mail/packages, copying, filing, and email/messaging.
- Sort and classify mail; maintain email and other address directories.
- Draft and prepare letters related to routine correspondence for the CIO's signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and graphs; distribute as appropriate.
- Prepare, reconcile and submit expense reports.
- Maintain paper and electronic filing systems.
- Keep information confidential and sensitive.
- Attend meetings and take notes of discussions; Prepare initial draft of minutes and summaries.
- Complete a variety of special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Other additional and/or alternate duties as assigned from time to time, including supporting other departments or executives as needed.
This example provides a complete list of responsibilities to consider including in your job description, adjusting them as necessary to meet the needs of your company.
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Example 3. Executive assistant to the marketing director of a large financial services company
The ideal candidate is
- A detail-oriented entrepreneur with prior experience in the financial services industry or with a technology team
- Someone who exhibits good judgment with the ability to prioritize and make decisions.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high level executives
- A team player capable of cultivating productive working relationships throughout the company.
- Resourceful and can-do attitude
- Thrives in a fast-paced environment
Skill Set and Background
- preferred bachelor's degree
- Three to five years of prior experience supporting a senior executive or team
- Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint and Excel)
- Exceptional writing, editing and proofreading skills
- Familiarity with Morgan Stanley and the financial/wealth management industry is a plus
- Excellent organization and time management skills.
This example shows the type of skills, qualifications, and background often required for an executive assistant.
Frequently Asked Questions (FAQs)
What skills are required to be an executive assistant?
Executive assistants must have exceptional communication skills, the ability to pay attention to detail and stay organized, and strong interpersonal skills. Because an executive assistant's job is often fast-paced with many moving pieces, you must also have good time management skills and the ability to problem-solve and multitask.
What is the difference between an administrative assistant and an executive assistant?
An executive assistant works with one key company executive, or possibly two. By contrast, an administrative assistant provides general functions to the company.
What is the average salary of an executive assistant in India?
According to the job review platform Glassdoor, the average salary of an executive assistant in India is almost INR 5 lakh. The salary can range from INR 2 lakh to INR 12 lakh.
What is the detailed job description of an executive assistant? ›
An executive assistant, or Executive Administrator, is responsible for managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.What is a sample job description for executive assistant to CEO? ›
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.How do I sell myself as an executive assistant? ›
How do I sell myself as an executive assistant? You can sell yourself as an executive assistant by being professional and organized, handling confidential information with care, communicating effectively, and taking the initiative daily.What is a sample answer for tell me about yourself executive assistant? ›
Sample Answer: I'm an experienced executive assistant with over 10 years of experience supporting high-level executives. I've worked in both small and large companies, so I know how to work in a variety of environments. I'm passionate about helping people and making sure that everyone is happy and comfortable.What are the 3 main responsibilities of an executive assistant? ›
- Act as the point of contact among executives, employees, clients and other external partners.
- Manage information flow in a timely and accurate manner.
- Manage executives' calendars and set up meetings.
- Make travel and accommodation arrangements.
A: The most important function of an Executive Assistant is their ability to keep their Exec organized, informed, and prepared for anything that comes their way.What skills are needed for an executive assistant? ›
- Ability to multitask and prioritise tasks.
- Excellent time management skills.
- Well-developed organisational skills.
- Attention to detail.
- Great verbal and written communication skills.
- Professional discretion.
To provide high level confidential support to the Chief Executive by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively. conference, Strategy days, Staff briefings and others as required.What is the greatest value an executive assistant can offer to a company? ›
Executive Assistants increase productivity.
By handing off tasks like calendar and email management, you can eliminate most of the immediate distractions that pull you away from more strategic work. Being adept at taking on a range of tasks, EAs add value by freeing up large blocks of time for the team they support.
Try to mention previous moments that allowed you to handle stress and pressure well. Example: "I am well-equipped to work in a fast-paced and stressful environment. I have worked well within strict deadlines, and I am willing to put in the work to complete the necessary tasks correctly and on time.
Can an executive assistant do personal tasks? ›
A personal assistant mostly takes care of personal affairs, and they often work from an office in their client's home. An executive/personal assistant combines the two roles into someone who can adeptly handle both professional and personal tasks.How do you see yourself 5 years from now as an executive assistant? ›
Best answer for the administrative assistant (example):
Tell the interviewer about your determination this way: ”In five years, I see myself as an executive assistant. I believe I can gain enough experience to grow into such a position.
Establish Rapport and Likeability
Focus on the interviewer's needs and avoid displaying any negative traits such as self-interest, arrogance, aloofness and insincerity. Be genuine and polite in your questions and answers, and try to find common ground and common interests with the interviewer.
Example: 'I'm a highly-organised professional and have always been passionate about helping others. I enjoy keeping my workplace neat and organised and organising meetings and planning events for my employer. I'm a positive person who takes every challenge as a learning opportunity.What is the best part of being an executive assistant? ›
Opportunities for eternal learning. Anyone who's a learner will thrive in being an executive assistant. The fact that you're exposed to different people each time, work for some brilliant leaders, and deliver a diverse set of tasks daily puts you in the perfect position to pick up a new skill.What are four tasks for executive administrative assistants? ›
- Schedule operational activities. ...
- Execute sales or other financial transactions. ...
- Make travel, accommodations, or entertainment arrangements for others. ...
- Prepare research or technical reports. ...
- Maintain medical records. ...
- Prepare documentation for contracts, transactions, or regulatory compliance.
Executive assistants should be resourceful, collaborative, adaptable and able to think on their feet. Because they may interact with everyone from clients to vendors, they should have excellent verbal and written communication skills.How do you make the best use of an executive assistant? ›
- Outsource the role. ...
- Teach them your priorities. ...
- Get your EA to support with people ops. ...
- Have a clear task management system. ...
- Ensure you have confidentiality. ...
- Don't overwork your EA.
Managing workload has always been the dilemma of executive assistants. The heavy workload is not the only struggle they face. It's hard to juggle conflicting priorities, especially if they assist more than one director. Executives work long hours and expect the same level of dedication from their assistants.How can I be a good CEO executive assistant? ›
- Top Skills For Executive Assistants.
- Knowing All the Best-Kept Secrets.
- Impeccable Organization.
- Ruthless Prioritization.
- Calm Under Pressure.
- Expert Level Communication (and a Penchant for Real Talk)
- Dogged Resourcefulness.
- Tech Prowess.
What is your strength executive assistant? ›
High-performing Assistants are smart, confident, excellent communicators and strategic thinkers. They are problem solvers, happy to take the initiative and can proactively support the objectives and goals of their Executive's and their organisations.What are two important roles of an executive assistant for an organization? ›
The main tasks of an executive assistant are handling office-management duties, making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, and many more similar duties.How do you handle stress and pressure? ›
- Track your stressors. Keep a journal for a week or two to identify which situations create the most stress and how you respond to them. ...
- Develop healthy responses. ...
- Establish boundaries. ...
- Take time to recharge. ...
- Learn how to relax. ...
- Talk to your supervisor. ...
- Get some support.
Your answer to the "tell me about yourself" question should describe your current situation, your past job experience, the reason you're a good fit for the role, and how you align with the company values. Tell the interviewer about your current position and a recent big accomplishment or positive feedback you received.What makes you stand out from other candidates? ›
These can be professional skills, areas of expertise, personal qualities, or any relevant experience. Also, consider any impressive accomplishments from your past or career goals that speak to your commitment to the field. Think of ways to out-do the other candidates.What an executive assistant should not do? ›
- Lack of writing skill. ...
- Misuse of apostrophes. ...
- Unable to think strategically. ...
- Poor self-perception. ...
- Staying within the EA bubble. ...
- Being passive. ...
- Having a fixed mindset. ...
- Playing the gatekeeper (because you think that's how Senior EAs need to be).
The executive assistant also knows the company's objectives and goals and decides on behalf of the CEO, which the PA cannot do. The Executive assistant might run personal errands for the CEO, but it's not within their mandate. Hence, it sometimes leads to friction between them and the employer.Can you describe an average day as an executive assistant? ›
There are typical tasks, like we listed above, but there isn't a typical day. Executive Assistants are usually working on specific projects, so each day they will do different tasks to complete those projects. When their executives are out of town or busy with other tasks, EA's will usually sit in for them at meetings.What is your strength and weaknesses sample answer? ›
My strength is that I am self-motivated, hard-working and punctual. My weakness is that I trust people very easily. My biggest strength is no matter what I will never give up till I give my best to complete my task. My strength is my family as they always take a stand for me and help me in every situation.What's your greatest weakness? ›
Answer “what is your greatest weakness” by choosing a skill that is not essential to the job you're applying to and by stressing exactly how you're practically addressing your weakness. Some skills that you can use as weaknesses include impatience, multitasking, self-criticism, and procrastination.
Why should we hire you answers? ›
“I should be hired for this role because of my relevant skills, experience, and passion for the industry. I've researched the company and can add value to its growth. My positive attitude, work ethics, and long-term goals align with the job requirements, making me a committed and valuable asset to the company.”How do I make my executive assistant resume stand out? ›
- Tip # 1: Focus on outcomes of your past experience as an assistant. ...
- Tip # 3: Emphasize your office management skills. ...
- Tip # 4: Keep sentences short to showcase your qualifications as an assistant. ...
- Tip # 5: Show your executive assistant career progress.
- Do your research. ...
- Request a pre-interview prep call. ...
- Study and prepare for executive-level interview questions. ...
- Dress for the part. ...
- Deliver a confident introduction. ...
- Have examples ready. ...
- Ask questions. ...
- Close like a professional.
Be an excellent communicator
From the executive they work for, to other team members within the company and clients and stakeholders outside of the organization. You are a spokesperson for the executive and for the company and must therefore possess great communication skills as well as people skills.
Refer to a mistake that you can easily explain briefly with details and steps taken to correct it. Try discussing a work mistake that you made, rather than a personal one, as this ensures that the interview stays professional. Once you have thought about your mistake, briefly explain to the interviewer what happened.What can you bring to this role? ›
Think about: your enthusiasm for the profession and the employer and your desire to make your mark. your personal qualities, such as your drive and willingness to learn. the skills the employer seeks and how you have demonstrated them in the past – your answer should show why you would be competent in the job.How do you introduce yourself in a personal assistant interview? ›
Tell me about yourself
There are not many jobs where the interviewer will ask this up front but it is a common question in PA roles. Have a planned, honest answer that highlights your interests, your experience, and attitudes; the key is to be positive throughout.
The main difference between the two is the level of support. For example, an Administrative Assistant is an expert in task management, while an Executive Assistant is an expert in project management. When a higher level of strategic support is needed, an EA is usually the best fit.Do executive assistants do personal errands? ›
If there are a few personal tasks you could use help with, your Executive Assistant at work can likely step in and take care of them. For example, many of our Double Assistants take on personal responsibilities for their Executives such as family travel arrangements or gift buying.What does C level Executive assistant mean? ›
C Level Executive Assistant
These executives make company-wide decisions for the business and are typically the most senior level person in the department.
What is the highest level of executive assistant? ›
The highest level of executive assistant is the chief of staff. This is the next career step after being a senior executive assistant. This position allows them to take more responsibility and move into higher executive-level roles.