Imagine you’re a hiring manager at an Executive Assistant recruitment agency. You’ve just scored a big client and even scheduled a kickoff meeting to get things rolling. But, as the meeting approaches, you suddenly realize you don’t know what an executive assistant does. Executive Assistant duties aren’t even listed in your job description. Well, don’t panic. This article will help you understand the importance of these duties. You’ll also learn how to use them to find the right candidate to meet your client’s needs.
One way to quickly learn executive assistant duties is to call in a little help. Founder’s Arm’s virtual marketing assistant growth engine service can help you learn executive assistant duties to achieve your goals and find the right candidate for your client.
Table of Contents
What is an Executive Assistant?
An executive assistant provides administrative support at an executive level within the company. 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
Many other similar duties
Executive Assistant Education Requirements
The essential education requirement to become an executive assistant is an associate’s or a bachelor’s degree. As far as the specialization field is concerned, no particular subject is usually required. Most companies don’t need any other specific certifications in the job requirements, but if the candidate holds any certification in a related field, it can prove helpful in career advancement.
Most often necessary skills include:
Problem-solving
Time management
Organizational
Interpersonal
Project management
Related software knowledge
Executive Assistant Job Outlook
Many companies hire separate executive assistants for each executive officer. Nevertheless, smaller companies may also hire one executive assistant for several executives. It usually depends on the size of the company and the needs of the executives. If the executive officers cover greater tasks, they would need separate executive assistants and vice versa.
Executive Assistant Salary
In the United States, the typical annual salary for an Executive Assistant is approximately $64,835. An executive assistant is crucial in ensuring a business runs effectively. They provide valuable support to executives, allowing them to focus on strategic planning and decision-making while handling many day-to-day tasks that keep a business moving forward.
Related Reading
• Executive Assistant vs Personal Assistant
• Executive Assistant vs Administrative Assistant
• Skills for Administrative Assistant
13 Executive Assistant Duties & Responsibilities
1. Manage and Maintain Executive Schedules
Business executives often juggle numerous:
Deadlines
Commitments
An executive assistant’s key responsibility is to ensure this calendar is orderly and followed. If the executive’s schedule is a mess, some of these appointments might slip through the cracks and even cause delays for the entire team.
It’s also possible that there may be some urgent or unannounced meetings that need immediate attention. Without someone managing a calendar, it would be difficult for an executive to move things around and contact the people involved.
2. Handle Communications on Behalf of Executives
Another vital responsibility of an executive assistant is being a point of contact for communication (email and phone calls). They’re your gatekeepers. All incoming and outgoing communications to and from your office are filtered, shielding you from unnecessary distractions. This requires exceptional organizational skills.
3. Organize and Manage Events: Both Business-Related and Personal
Coordinating events is also a core responsibility of an executive assistant. Business-related? Of course! Whether it’s team meetings, presentations, or high-stakes corporate functions, an executive assistant must be able to conduct intensive event planning and prepare all necessary materials and logistics.
Some of the best executive assistants are also trusted to manage personal events and errands, such as travel arrangements or personal appointments, such as doctor’s visits, haircuts, or family gatherings.
4. Coordinate Between the Executive Team and Internal Departments
Like a liaison officer, the executive assistant prevents disconnects. How? The successful executive assistant collects key updates, data, and feedback from all levels of the organization to keep the executive team informed on operational progress and challenges.
They also translate high-level directives and strategic goals from leadership into actionable guidance for managers and staff to execute. This requires excellent communication skills and technical knowledge of the company's internal workings.
5. Perform Administrative Duties as Required to Support the Executive and Team
Administrative tasks involve data entry, managing expenses, processing invoices, or overseeing office operations and supplies. Collectively, they help run smooth daily operations. With an executive virtual assistant, you can offload these time-consuming administrative burdens and focus your efforts on core business functions.
6. Travel Arrangements–Ensuring Efficient and Cost-Effective Travel
Executive assistants handle general duties for their executives or seniors, which include coordinating trips, managing various tasks, and sometimes even traveling alongside their bosses. They ensure every aspect of the trip is planned meticulously, from bookings to itineraries. In managing these travel logistics, executive assistants' responsibilities typically include:
Researching Travel Options: Executive assistant responsibilities include comparing flights, accommodations, and transportation to find the most efficient and budget-friendly options.
Booking Flights and Accommodation: EAs handle all bookings, considering executive preferences and ensuring travel aligns with the schedule.
Creating Detailed Itineraries: They prepare day-by-day itineraries with locations, times, and contacts to organize the trip.
Managing Last-Minute Changes: EAs adapt to unexpected planned changes, such as delays or cancellations, and quickly find alternatives. Coordinating travel documents: Executive assistant responsibilities include ensuring that all necessary documents, like tickets, visas, and IDs, are prepared and readily accessible.
7. Project Management: Supporting Key Initiatives and Tracking Progress
Project management may be listed as one of the direct executive assistant responsibilities. They support and assist various ongoing projects for the organization. This is mainly done by:
Setting up project timelines
Assigning tasks to appropriate team members
It also includes tracking the progress and deadlines of the projects and managing their documentation. Executive assistants are responsible for supporting project planning regarding strategies and objectives. Preparing project-related reports and updates is also included in executive assistant responsibilities.
8. Meeting Coordination
An EA can assist in preparing meetings to ensure they are a productive use of all attendees’ time. Among other things, they can:
Identify ordinary free times for attendees.
Reserve venues
Send invitations
Draft and disseminate the agenda
Prepare presentation slides and speaker notes
Take minutes and send follow-ups to attendees
9. Document Preparation
Drafting memos and reports is another task that EAs often handle. They can help at any stage to match company branding, including:
Compiling data
Outlining and drafting
Editing
Formatting
EAs can also help manage documents, whether organizing them within your filing system or ensuring proper infosec measures are observed to keep sensitive information safe.
10. Research and Market Analysis
Many EAs have a background in business administration, finance, or related fields. Seasoned EAs, are likely to have firsthand experience solving problems and leveraging trends in their clients’ industry. Put this together, and you have an assistant who knows enough about business to help you answer questions about it.
For this reason, EAs also tend to help with research and analysis. Executive assistants can assist in research, from analyzing studies or raw data to drafting or reviewing reports. An experienced EA can provide a valuable second opinion when analyzing new information.
11. Crisis Management and Problem Solving
Since executives typically focus on ensuring a business’s long-term plans are chugging along, it normally falls to EAs to put out smaller fires. More than administrative assistants, EAs need to be resourceful and quick-witted. This allows them to deal with problems and crises as they arise without disrupting an executive’s work.
12. Online Presence Management
Online activities like email and social media have become inextricable from the “face-to-face” aspect of business. But that doesn’t mean they’ve become any easier. If anything, current algorithmic web platforms tend to prioritize constant activity and updates.
An EA can ensure an active, updated online presence that bolsters their client’s professional networking efforts. They can also attend to fundamental online interactions, such as brief but courteous replies, community interactions, and greetings on essential days or events.
13. Professional Development
Executive Assistants (EAs) often possess the unique ability to lead professional development initiatives within the administrative team, fostering a culture of continuous improvement and learning. As trusted leaders, they are well-positioned to identify skill gaps and implement training programs that address these needs, ensuring the team remains proficient and competitive.
Learning how to seek out reputable sources for this critical education is crucial. This involves:
Leveraging administrative industry blogs
Engaging with experts via professional networks
Selecting high-quality online courses or workshops for administrative professionals
By doing so, EAs can curate a comprehensive professional development plan, empowering their colleagues with up-to-date knowledge and skills. As a result, the administrative team can effectively support organizational objectives while advancing their careers.
Scale Your Business with Founders Arm's Top Talent
Founders Arm helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. We specialize in finding top-tier offshore talent beyond basic admin. Our assistants are skilled in:
Social media management
GTM strategy execution
Comprehensive marketing support
Our unique offering includes:
AssistantOS (detailed blueprints for delegation and automation)
24/7 customer support capabilities
A rigorous selection process where we handpick the perfect assistants from over 1,000 candidates.
Each assistant is screened for:
Excellent English
Relevant experience
A proven track record with offshore companies
We offer affordable rates without placement fees, perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1 to 100.
Our assistants help you reclaim your time and amplify your growth strategy by supporting tasks such as:
Customer support
Email management
Social media
Admin tasks
Drop your email and company to get a free custom plan on delegating tasks within your business and scale intelligently.
Related Reading
• Strengths of an Executive Assistant
• Admin Assistant Duties
• Hire an Executive Assistant
• Executive Assistant Outsourcing
• Hire Administrative Assistant
• Outsourcing Administrative Services
Essential Skills an Executive Assistant Should Have
1. Appointment Setting: The Gatekeeper of Executive Time
An executive assistant (EA) helps protect an executive’s time by scheduling wisely. They prioritize high-stakes meetings, batch similar appointments together for efficiency, and guard against overscheduling or unnecessary time commitments. But that’s not all there is to it. Executive administrative assistant skills also include coordinating and scheduling meetings, calls, and events seamlessly for the executive.
2. Organizational Skills: The Key to an Efficient Executive Assistant
Beyond simply scheduling appointments, executive assistants must have calendar management skills. This includes blocking off time for:
Focused work
Travel
Personal commitments
EAs must be organized to manage the executive’s calendar. This skill also includes maintaining an organized digital filing system so retrieving information, documents, or records is always a breeze.
3. Research, Analysis, and Reporting Skills: Supporting Executive Decision-Making
For high-level administrative support, research and analysis are among the top technical skills for executive assistants. Why not? When it’s required to support executive decision-making with data-driven recommendations. An executive assistant should be resourceful enough when gathering:
Data
Information
Insights
91% of CEOs believe data and analytics are essential for making informed decisions. Afterward, EAs must effectively communicate their findings through written reports, presentations, or other formats. They should simplify complex information into digestible summaries and highlight key takeaways for you.
4. Task Automation: Improving Executive Assistant Workflow
Task automation is another top skill for executive assistants to optimize time and improve workflow. Over 80% of managers are already automating their workflows. To effectively implement task automation, the EA must have skills in identifying repetitive processes and using automation tools to create workflow rules/commands.
Also, as you scale, task automation enables executive assistants to seamlessly manage increasing workloads without becoming overwhelmed by manually handling every new task.
5. Project Management: Keeping Multiple Initiatives On Track
Coordination and collaboration are key aspects of project management skills for executive assistants, such as working with cross-functional teams, external service providers, and multiple stakeholders.
Many EAs play a vital role in coordinating and tracking the progress of multiple projects. This involves monitoring progress and ensuring seamless execution from start to finish.
Project management also includes risk assessment or anticipating potential risks, obstacles, or bottlenecks that could impact a project’s success and developing contingency plans to mitigate issues.
6. Proficiency in Office Software: Keeping Up with the Demands of the Role
Yes, EAs must possess some serious digital skills. Proficiency in office software is a fundamental technical skill for executive assistants. That’s because a key part of their daily tasks includes competent use of various software applications in office environments. Common office software includes Microsoft Office Suite or Google Suite, including word processing, spreadsheets, and presentation software.
7. Communication Skills: Creating Clear Channels of Contact
EAs are often responsible for drafting emails, letters, memos, and other written communications on behalf of the executive. So, yes, this is one of the most important skills for executive assistants. Communicating information effectively, maintaining a positive image, and getting what you want are all about clear, concise, and professional writing.
8. Interpersonal Skills: Building a Network for the Executive
Interpersonal skills are executive assistant soft skills that enable them to:
Build strong relationships
Converse proficiently
Collaborate seamlessly with others
Key interpersonal skills include listening to others, emotional intelligence, empathy and compassion, and diplomacy.
9. Discretion and Confidentiality: Safeguarding Sensitive Information
Why are discretion and confidentiality essential for executive assistants? The executive assistant must exercise discretion and maintain strict confidentiality as someone with access to sensitive information. Breaches of privacy can have serious consequences for the organization, including:
Financial losses
Legal liabilities
Damage to reputation
All in all, it’s about having situational awareness to know when certain information should be kept to oneself.
10. Problem-Solving and Critical Thinking: Overcoming Challenges with Ease
If unexpected situations occur (say, logistical challenges, scheduling conflicts, communication breakdowns, or technical issues), your EA should be able to assess them objectively, analyze information, and devise effective solutions. After all, their role is dynamic. Based on the available evidence and analysis, EAs must be able to draw logical conclusions and make sound recommendations.
11. Works Well Under Pressure: Maintaining Composure in Stressful Situations
This is how your virtual assistant maintains composure, focus, and productivity, even in stressful situations. EAs who stay calm and focused under pressure can maintain efficiency and effectiveness, ensuring that tasks are completed accurately and on time.
How To Hire an Executive Assistant
Hiring an executive assistant is a serious task. It can be challenging because the job requires trust and special chemistry.
Here's a step-by-step guide to recruiting an executive assistant who's right for you. Everything begins with updating and tailoring the existing job description. This step is crucial because the job posting will be based on the job description, which singlehandedly (at least initially) must attract the right people.
Key Responsibilities of an Executive Assistant
To hire an executive assistant who has the qualities you're looking for, be specific. List in detail whether the executive assistant will be expected to:
Manage your calendar
Screen calls
Schedule meetings
Prepare financial and data reports
Help coordinate key projects
All of the above
What about interpersonal skills? Executive assistants should be resourceful, collaborative, adaptable, and able to think independently. They should have excellent verbal and written communication skills because they may interact with everyone, from clients to vendors.
Skills for Executive Assistants
The executive assistant is often the go-to person when an executive is out, so good problem-solving and leadership skills are essential. Also, because executive assistants are often privy to sensitive information, they must be able to maintain strict confidentiality.
Crafting Effective Job Postings
Do you expect a certain level of education? Special credentials? Some employers ask for the certified administrative professional (CAP) designation. An effective job posting consists of more than simply a laundry list of the job's duties and background you seek, though. It must convey what you consider essential skills and traits.
Here’s where you should get detailed about how you expect your partner to collaborate. Given the pace of digital disruption, you will also want to include technical skills in the posting, especially:
Software skills
Internet research capabilities
Social media savvy and advanced proficiency with:
Microsoft Word
Excel
Outlook
Typically, candidates also should have a working knowledge of database management software, such as Microsoft Access and FileMaker Pro, or other specialized software used by your firm.
Knowledge of Workday and Salesforce is also highly valuable. In short, the more time you spend on the job posting, the more effective it will be in attracting the right candidates. Also, assuming you’re posting the job online, you’ll need secure systems for taking in, evaluating, sorting, and tracking resumes.
Getting Professional Help from Executive Assistant Recruiters
Consider using Founders Arm, a specialized talent solution, to help you find the right person faster. Recruiters have access to a broader range of candidates for executive assistant jobs. They can also vet applicants more quickly and keep you abreast of the latest administrative hiring and compensation trends.
If you decide to go this route, make sure someone in the company, either you or the hiring manager, is directly involved with the executive assistant recruiter handling the search.
Reviewing Resumes and Narrowing the Field
After posting your job, it’s not time to sit back and wait for resumes to pour in. Monitor your recruiting efforts closely. Evaluate your progress by the number of inquiries you receive and their quality, meaning applicants who meet and exceed your basic requirements.
When reviewing resumes and cover letters, look carefully to see if candidates have the skills and attributes needed for the position. Because applicants are experienced administrative assistants, don't assume they have what it takes to transition to an executive assistant role.
Assessing Skills and Qualities in Job Histories
Both positions share an essential core skill set, but an executive assistant's role typically requires more initiative and problem-solving—note evidence of this in the job history. Sometimes, candidates’ involvement in professional organizations and volunteer activities (if they list them) also indicates these qualities.
Preparing for the Interview Process
When it comes to the in-person interview, make time to prepare properly. After all, you’ll work closely with the chosen person, so you want to learn as much about their skills and finesse as possible. Fashion your questions in a way that elicits the most revealing answers. Here are 10 examples:
What kind of work environment brings out your best performance?
How would you describe my ideal boss?
What appeals to you about our company and this particular executive assistant job?
Can you tell me about a workplace conflict you were involved in while in an administrative role and how you handled it?
How do you learn new software programs and keep up with technology?
How do you anticipate the needs of the senior leader you’re supporting?
Tell me about a project you are particularly proud of managing.
Why are you leaving your current job?
How would your coworkers describe you as a team member? As a team leader?
What have you done at my current company to save time or reduce costs?
Making the Right Choice for Your New Executive Assistant Hire
While the requirements and preferences you listed on the job posting should serve as your guide throughout the evaluation process for most new hires, bringing on an executive assistant is different.
True, you don’t want to become so enraptured by one particular aspect of the candidate (a particular credential, for instance) that you let that aspect influence all my other judgments, but you need to rely to some degree on your gut. Is this a person who can be a true partner to you?
Checking References Before You Make Your Decision
Rushing through the process of checking references can be tempting. But top candidates have many opportunities today, and only some are patient with a lengthy evaluation process. Still, getting reliable information from former supervisors and peers is essential to avoiding what turns out to be a bad hire. Don’t skip reference checking.
Be transparent with candidates from the outset that your company will check their references. This helps ensure the answers they give you during the interview are truthful. Also, don’t delegate this part of the process. Calling someone at your same level may prompt a more honest and detailed reference.
Related Reading
• Executive Assistant Salary
• Fractional Executive Assistant
• Administration Recruitment Agencies
• Virtual Administrative Assistant Companies
• Hire Administrative Assistant
Get a Free Custom Plan on How to Delegate Tasks and Scale
Founders Arms helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. We specialize in finding top-tier offshore talent that goes beyond basic admin. Our assistants are skilled in social media management, GTM strategy execution, and comprehensive marketing support.
Ensuring Quality and Expertise
Our unique offering includes AssistantOS, detailed blueprints for delegation and automation, 24/7 customer support capabilities, and a rigorous selection process where we handpick the perfect assistants from over 1,000 candidates. Each assistant is screened for excellent English, relevant experience, and a proven track record with offshore companies.
Scaling Your Startup on a Budget
Perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1 to 100, we offer affordable rates without placement fees. Whether you need help with customer support, email management, social media, or admin tasks, our assistants help you buy back your time while amplifying your growth strategy.
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