Executive assistants work with senior executives and do various administrative tasks such as answering phones and emails, scheduling meetings, and preparing reports.
The executive assistant job has become immensely popular since it does not require a college degree. It ranks at the second position in the highest paying jobs without a degree in the United States.
Analyzing papers, creating research reports, and overseeing clerical staff employees may be mentioned in an executive assistant job description. As a result, executive assistants are an essential aspect of the workplace.
In this comprehensive guide, you'll learn everything you need to know about the executive assistant’s duties, qualifications, and skills that should be included in the executive assistant job description.
- What is an executive assistant?
- What does an executive assistant do?
- How do you write an executive assistant job description?
- Executive assistant job description sample
What Is an Executive Assistant?
An executive assistant is a professional who manages their senior’s work calendar. They are skilled administrators and organizers capable of multitasking and delegating to ensure that the executives for whom they are working meet their day-to-day duties.
An executive assistant plans and manages an executive's schedule, which frequently includes work and personal meetings and commitments.
An executive assistant is a highly paid professional who functions strategically as a cross between a project manager and office administrator.
Also Read: How to write a stellar executive assistant resume in 2022?
What Does an Executive Assistant Do?
The executive assistant has an immense responsibility on their shoulders. They must accompany the executive and always be ready to travel to any part of the world if the job requires it. They do not have a typical 9-5 kind of life.
Given below are some of the executive assistant responsibilities that you will be required to perform if you want to build a successful career in the profession:
- Scheduling and calendar management for the executive is the top responsibility that the executive assistants have to perform.
- An executive assistant has to organize the executives' emails to maximize productivity. They have to read and ensure that the executive responds to high-priority emails.
- As an executive assistant, you should be capable enough to schedule meetings and ensure that attendees do not have time constraints.
- Executive assistants also organize their executives' travel plans, including flights, transportation, and lodging.
- Preparing expense reports for the executive forms an integral part of the executive assistant’s job.
- Executive Assistants help in project management by keeping track of deadlines.
Also Read: How to draft an interesting cover letter for an executive assistant resume?
How Do You Write an Executive Assistant Job Description?
An executive assistant job description has five significant parts. These include the executive assistant job title, summary, responsibilities, qualifications, and skills.
Given below is the detailed description of each section for the executive assistant job description:
What Are the Different Types of Executive Assistant Job Titles?
A job title is a position for which the vacancy is advertised. It also explains your obligations as the bearer of that title. Any role you are applying for is referred to as a job title.
Often, the executive assistant title is used interchangeably with the administrative assistant. However, there is a vast difference between the job responsibilities and the pay for the two.
While an executive assistant is in a mid-senior level position, the administrative assistant helps run the office and is in an entry-level position. An administrative assistant, over time, can become an executive assistant.
Given below are some of the titles that are used for the executive assistant job description:
- Executive Assistant
- Administrative Technician
- Personal Assistant
- Personal Executive Assistant
- Department Coordinator
- Admin Specialist
- Administrative Support Specialist
Job Summary for Executive Assistant Job Description
The summary portion of the executive assistant job description outlines the employee's responsibilities inside the company. An intriguing summary is the first thing that catches the eyes of the job applicant.
Ensure that the summary is crisp, brief, and comprehensive. An executive assistant job description summary should highlight the overview of the organization and the expectations recruiters have from prospective employees.
Job Responsibilities of Executive Assistant Job Description
The job responsibilities form a significant part of the executive assistant job description. It comes after the summary section and emphasizes the role that the executive assistant has to play.
The role of an executive assistant revolves around working as a helping hand for the executive. From handling their schedule to organizing meetings, an executive assistant looks after all.
Some of the major job responsibilities of an executive assistant are given below:
- Calendar management
- Organizing meetings
- Responding to emails
- Taking minutes of the meeting
- Make travel arrangements
- Creating expense and statistical reports
- Event management
Also Read: What are the top questions asked in an executive assistant interview?
Qualifications for Executive Assistant Job Description
One of the primary reasons that the executive assistant’s job is extremely popular is because it does not necessarily require a college degree. You can be a high school graduate and still make your way into this profession.
You can expect higher pay for the executive assistant job if you have a bachelor's or associate's degree.
Most executive assistant job descriptions mention a high school diploma as the required qualification.
Skills for Executive Assistant Job Description
Any job requires a particular skill set that makes you suitable for the job. The skills and qualification section is grouped under the job requirements sections for the executive assistant job description.
The skills should include both personality traits and technical skills required for the job. An executive assistant has to be a quick thinker and problem solver.
Their communication skills need to be top-notch, and they should be multi-taskers considering the hectic work schedule.
Additionally, the hard skills required include knowledge of Microsoft Office and a familiarity with the office applications and equipment like e-calendars and copy machines.
Executive Assistant Job Description Sample
Here is a basic executive assistant job description sample that you might come across if you are looking for an executive assistant job:
Executive Assistant Job Description
We are looking for a talented executive assistant to join our team and support our senior manager. You will manage business-related tasks such as creating reports, organizing meetings, making travel arrangements, and taking minutes of meetings. You must have excellent organizational skills, communication skills, and the ability to meet deadlines. You should possess a good knowledge of advanced-level Microsoft Office to assist our executives in day-to-day tasks.
Executive Assistant Responsibilities
- Preparing minutes of meetings, memos, reports, letters, and other documents.
- Assist the executive in everyday tasks by handling important mails and messages.
- Giving the correct information to the appropriate person without delay.
- Make travel and lodging reservations.
- Using word processing, spreadsheets, databases, and presentation software to carry out the tasks.
- Preparing documents by conducting research for review by the boards of directors, committees, and executives.
- Oversee the work of other clerical employees.
- Maintain a record of office supplies and place an order for restocks.
- Organize and manage the file system in the office.
- Offer general administrative support.
- Provide payroll assistance and quarterly tax reports.
- Maintain a high level of professionalism when dealing with clients and employees.
- In the absence of the executive, meet with specific interest groups or individuals.
Executive Assistant Requirements
- A minimum high school diploma degree. Bachelor’s or associate degree is a plus.
- Proven experience working as an executive assistant, personal assistant, or similar role.
- Excellent communication and interpersonal skills.
- Advanced level knowledge of MS Office suite.
- Outstanding organizational and time management skills.
- Familiarity with office equipment and applications.
- A dynamic approach to problem-solving combined with good decision-making abilities.
- Ability to multitask and meet deadlines.
Key Takeaways
An executive assistant works for an executive like the CEO and manages their calendar. If you aspire to become an executive assistant, go through the job description carefully.
- The executive assistant job description primarily focuses on job title, summary, responsibilities, and qualifications.
- The job title may slightly vary depending on the company you are applying to. Some companies prefer using the title administrative support specialist, while others may use personal executive assistant in their executive assistant job description.
- The executive assistant job description summary highlights the overview of the organization and the recruiters' expectations of the prospective employee.
- The roles and responsibilities form a significant part of the executive assistant job description covering the maximum space in the job description.
- The minimum qualification for an executive assistant is a high school diploma.
- Both soft skills and hard skills need to be on the JD for executive assistant, as it would convey to the candidates if they possess the required skill set for the job.
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