What Is an Executive Assistant?
The primary role of an executive assistant is to offer administrative support to an executive or an executive team. Executive assistant duties vary by company, but here are some common ones:
- Answer phone calls and emails
- Send faxes
- Make travel arrangements
- Draft internal memos
- Schedule meetings
These types of tasks require someone with the following skills:
- Project management
- Organization
- Communication
- Time management
- Problem solving
Writing an Executive Assistant Job Description
Just like you are looking for the right person for the job, talented candidates are also looking for a company that fits their needs. An honest representation of the company and the role will result in a more successful hire for both parties. Here is how to craft a successful job description for an executive assistant.
Company/Role Description
Today’s job market is fierce, so use this first section to showcase the uniqueness of your company. What can you offer potential candidates that other companies cannot? Include these details:
- Mission and vision
- Work environment
- Company culture
- Employee benefits
You can also take this opportunity to introduce the role with a high-level overview. Save the specific duties for the next section.
Duties
This is where you list the day-to-day duties the executive assistant will be responsible for. Here are some common ones to consider:
- Answering calls and emails
- Sending faxes
- Overseeing travel itineraries
- Drafting internal memos
- Establishing a filing system
- Scheduling executive meetings
- Tracking budgetary spending
Experience and Education
About 40% of executive assistants have bachelor’s degrees. This degree gives them foundational knowledge about finance, technology, HR, marketing and leadership, which all play a role in the day-to-day job of an executive assistant.
After a bachelor’s degree, the second most popular level of education for an executive assistant is a high school diploma. If you decide that you want to open up your application to candidates who don’t have a college degree, you might want to ask for a few years of experience in an office setting to make sure they have the necessary skills.
Required Skills
The ideal candidate possesses a diverse set of skills. Here are some examples of skills that hiring managers often prioritize for executive assistants:
- Experience using Microsoft Office or Google Workspace
- Experience managing calendars
- Written and verbal communication skills
- Organizational skills
- Time management skills
- Project management skills
- Interpersonal skills
Preferred Skills
In this section, list skills that go above and beyond the basic needs of the job. You can list the same items from the required skills, education and experience sections but up the proficiency level. Or, you can list completely new skills. For example, maybe you include:
- Bachelor’s degree in business, finance, entrepreneurship or a related field
- Microsoft Excel certification
- Industry knowledge
Call to Action
Conclude your job posting with clear instructions on how interested candidates can apply. Typically, applicants submit an application with a resume, cover letter and list of references.
Also share next steps, such as when the interview process will begin and how many interviews there will be. This level of transparency should limit the number of questions applicants ask and increase the chances of qualified candidates applying.
Executive Assistant Job Description Example
We are seeking a highly organized, detail-oriented executive assistant to provide administrative support to our CEO. This position plays a crucial role in ensuring the smooth operation of our executive office.
We are a successful finance company with a large client base. We pride ourselves on maintaining client relationships by providing comprehensive financial solutions that help them reach their goals.
Job duties:
- Maintain the CEO’s daily schedule
- Serve as the main point of contact between the executive office and the public
- Answer and/or reroute the CEO’s incoming calls and emails
- Make the CEO’s travel arrangements
- Draft the CEO’s internal communications
- Other administrative tasks that help the executive office run smoothly
Required skills:
- High school diploma or equivalent
- 3-5 years of experience working in an office setting
- Proficiency in Microsoft Office, including Word, PowerPoint and Excel
- Experience managing calendars and booking travel arrangements
- Ability to handle confidential financial information
- Written and verbal communication skills
- Organizational skills
- Time management skills
- Project management skills
- Interpersonal skills
Preferred skills:
- Bachelor’s degree in business administration or a related field
- 3-5 years of administrative experience
- Knowledge of the finance industry
The salary range for this full-time position is $50,000-$95,000, depending on experience. We offer medical insurance plans, matching 401k contributions and other employee benefits.
Please send a resume, a cover letter and three references to jobs@finance.com. You will be contacted within two weeks if you have been selected for an interview.
The Bottom Line
An executive assistant is a vital administrative role at every company. This guide gives you a basic understanding of the responsibilities and qualifications to include in your executive assistant job description to recruit qualified candidates.
Frequently Asked Questions About Executive Assistant Job Descriptions
An executive assistant offers administrative support to an executive or an executive team. They may manage calls and emails, make travel arrangements, draft internal memos, schedule meetings and help with other administrative tasks as needed.
A successful executive assistant has organizational, time management, communication, project management, problem solving and interpersonal skills. They also know how to use computers, specifically Microsoft Office and Google Workspace.
Most executive assistants have bachelor’s degrees. However, a few years of work experience in an office environment can make up for any educational deficiencies.
Here are some interview questions you can ask your executive assistant candidates:
- Why do you think this role is important?
- What could you bring to this position?
- What computer programs are you familiar with?
- Have you ever worked or interacted with senior executives?
- How would you greet a client over the phone?
- How would you handle confidential client information?
The average salary for an executive assistant is $71,050. However, it could be higher or lower depending on experience, education and location.
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