Executive assistants serve a critical role in a business by assisting key company 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 for whom they work with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job.
How To Write an Executive Assistant Job Description
While every job description—whether posted on Indeed, another job posting site or your company website—should include an equal employment opportunities statement, job responsibilities, skills and education requirements, the executive assistant job description should also include any specific responsibilities unique to the role with your company or to the executive with whom the assistant will work.
To write a job description that will appeal to qualified candidates, you should talk directly with the executive to find out their top priorities for the executive assistant. Ask them whether they have any unique working habits or preferences to note. For instance, if the executive travels frequently, you will want to include responsibilities regarding making 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 person” who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions.
Your job description should include a brief overview of the company and the position’s key functions, as well as detailed information about responsibilities, skills and qualifications and benefits.
Executive Assistant Responsibilities
Your job description should include a list of the executive assistant’s key responsibilities. Since each executive works differently and will likely have their own priorities, it is important to be as specific as possible regarding the responsibilities so you can find the most qualified candidates.
Feel free to get more specific in your job responsibilities, but the following are some of the most common executive assistant responsibilities:
- Manage scheduling for company executive(s)
- Draft, review and send communications on behalf of company executive(s)
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
- 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 executive(s)
Executive Assistant Skills and Qualifications
Executive assistants typically have a high school diploma or GED, but some companies will prefer that applicants have a bachelor’s degree, as well. Some of the key skills for an executive assistant are:
- Excellent written and verbal communication skills
- Time-management skills
- Ability to pay attention to detail
- Organization skills
- Ability to multitask
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
Additional Information to Include in the Job Description
You will want to include information about your company and the industry in the job description as well, especially as it relates to the executive assistant’s role and responsibilities.
For instance, if the company has a CEO and 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 processes, terminology and frequently used technology programs.
It might be helpful to include salary information, as well. In fact, if you have employees in Colorado or are filling a remote position that may have Colorado applicants, you may be required to include salary information. It is also helpful to include information about job benefits, and don’t forget to include equal employment opportunity information or other information as required by law.
Executive Assistant Job Description Examples
In this section, we share examples of executive assistant job descriptions found on LinkedIn from various industries to help you craft your own. The first job description is a good example of a job brief for an executive assistant. The second job description includes a comprehensive list of responsibilities to 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 Chief Legal Officer
We’re looking for an Executive Assistant to support the Chief Legal Officer who is responsible for Legal, Compliance, Government Affairs, and Human Resources. This role will coordinate and manage executive scheduling, prepare and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials.
This role serves as the eyes and ears for the CLO, connecting organizations, projects, and critical business information to the CLO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business.
The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CLO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and leaders that report to the CLO.
To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
This is a good example of a job brief or introduction to your job description since it includes a summary of the executive assistant’s role.
Example 2. Executive Assistant at an Information Systems Company
The Executive Assistant provides administrative and operational support to the Chief Information Officer (CIO).
Primary Duties and Responsibilities
- Work directly with the CIO to support all aspects of his daily work routine.
- Maintain the CIO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the CIO, ACGME staff and the public. This includes receiving and screening the CIO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other ACGME staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the IS Department and the ACGME Program Management Office (PMO).
- Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Serve as a primary point of contact between the Office of the CIO and IS governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Assist the CIO in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the CIO; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the CIO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Compose and prepare letters relating 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 charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the 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 alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
This example provides a comprehensive list of responsibilities to consider including in your job description, adjusting them as necessary to meet your company’s needs.
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Example 3. Executive Assistant to Chief Marketing Officer at a Large Financial Services Company
The Ideal Candidate Is
- A detail-oriented self-starter with prior experience in the financial services industry or with a technology team
- Someone who exhibits sound 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 across the firm
- Resourceful, can-do attitude
- Thrives in a fast-paced environment
Skillset And Background
- Bachelor’s degree preferred
- Three to five years’ prior experience in supporting a senior executive or team
- Excellent computer skills, including the 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 kind of skills, qualifications and background that are often required for an executive assistant.
Frequently Asked Questions (FAQs)
What skills are required to be an executive assistant?
Executive assistants should have exceptional communications 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 lots of moving pieces, they should 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. Conversely, an administrative assistant provides general duties to the company.
What is the average salary of an executive assistant in India?
According to job review platform Glassdoor, the average salary of an executive assistant in India is nearly INR 5 lakh. The salary could range anywhere between INR 2 lakh to INR 12 lakh.