The Role of an Executive Assistant
Executive assistants play a crucial role in businesses by assisting key company executives with scheduling, organization, and administrative tasks. While there are common responsibilities and skills that most executive assistants should possess, your job description should include details about any unique responsibilities or skills specific to your company.
In this article, we’ll help you craft your executive assistant job description and provide some examples to get you started.
What Is the Role of an Executive Assistant?
An executive assistant’s role is vital to the success of both the executive and the company. An executive assistant helps the executive 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 performing any other administrative tasks that help the executive perform their job.
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How To Write an Executive Assistant Job Description
To write a job description that will attract qualified candidates, speak directly with the executive to understand their top priorities for the executive assistant. Ask if they have any unique working habits or preferences to note. For instance, if the executive travels frequently, include responsibilities related to making travel arrangements and handling travel receipts in the job description.
Job Brief
Every job description — whether posted on Indeed, another job posting site, or your company website should include an equal employment opportunities statement, job liabilities, chops, and education conditions. The administrative assistant job description should also outline any specific liabilities unique to the part within your company or for the particular executive with whom the assistant will work.
Executive assistants perform more than administrative tasks; they often serve as the executive’s “right-hand person,” enabling them to advance company initiatives and goals. They manage day-to-day functions, allowing the executive to focus on high-level leadership and strategy.
Your job description should include a brief overview of the company, the position’s key functions, and detailed information about responsibilities, skills, qualifications, and benefits.
Executive Assistant Responsibilities
Your job description should list the key responsibilities of the executive assistant. Since each executive works differently and has their own priorities, it’s important to be specific about the responsibilities to find the most qualified candidates.
Feel free to specify the job responsibilities, but some common executive assistant responsibilities include:
Managing scheduling for company executives
- Drafting, reviewing, and transferring communications on behalf of company executives
- Organizing and preparing for meetings, including gathering documents and handling meeting logistics
- Answering and responding to phone calls, and communicating messages and information to the executive
- Prioritizing emails and responding when necessary
- Coordinating travel arrangements
- Maintaining 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 may prefer applicants with a bachelor’s degree. Key skills for an executive assistant include:
Additional Information to Include in the Job Description
Include information about your company and the industry in the job description, especially as it relates to the executive assistant’s role and responsibilities.
For example, if the company has a CEO and COO and the executive assistant will work for both executives, include this information in the job description. If the company is in the digital media industry, you may want candidates to have a working knowledge of that industry, including processes, terminology, and commonly used technology programs.
It can also be helpful to include salary information. 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. Additionally, include information about job benefits, and don’t forget to mention equal employment opportunity information or other required legal information.
Executive Assistant Job Description Examples
In this section, we provide examples of executive assistant job descriptions found on LinkedIn from various industries to help you create your own. The first example provides a good job brief for an executive assistant. The second includes a comprehensive list of responsibilities to consider. The third example highlights common skills, qualifications, and backgrounds of an executive assistant.
Example 1: Executive Assistant to the Chief Legal Officer
We are seeking an Executive Assistant to support the Chief Legal Officer, who oversees Legal, Compliance, Government Affairs, and Human Resources. This role involves coordinating and managing executive scheduling, preparing and organizing key legal and strategic materials, and assisting with board meetings and the preparation of board materials.
The position acts as the eyes and ears for the CLO, connecting organizations, projects, and critical business information, ensuring meetings and materials are efficient and effective, and serving as a trusted partner to achieve the business’s legal priorities.
Given the dynamic nature of this role, the ideal candidate should have excellent time management skills and the ability to anticipate the CLO’s needs.
The role requires seamless and professional interaction with a wide range of individuals, including members of the Senior Management Team, Board of Directors, and leaders reporting to the CLO.
To succeed in this position, the individual must handle highly sensitive and confidential financial, legal, personnel, and institutional information with professionalism and discretion.
This example provides a good introduction to the role of an executive assistant.
Example 2: Executive Assistant at an Information Systems Company
Job Summary
Executive Assistant to the Chief Information Officer (CIO)
Primary Duties and Responsibilities
- Collaborate closely with the CIO to facilitate all aspects of their daily work routine.
- Manage the CIO’s calendar, including scheduling meetings, appointments, speaking engagements, and arranging travel (both domestic and international). Exercise discretion in prioritizing commitments and assessing needs.
- Act as a liaison between the CIO, ACGME staff, and external contacts. This involves handling and screening phone calls and visitors, responding to various inquiries with tact and diplomacy, taking messages, and directing calls appropriately.
- Coordinate activities with other ACGME staff as necessary, playing a critical role in aligning staff efforts within and outside the department.
- Provide coordination, monitoring, and communication support for projects and programs managed by the IS Department and the ACGME Program Management Office (PMO).
- Assist with PMO activities and processes, including project planning, intake, prioritization, initiation, execution, and training, while fostering collaboration among end-users and key stakeholders.
- Serve as the main point of contact between the Office of the CIO and IS governance groups, including coordinating the work of various groups and providing administrative support for governance meetings.
- Aid the CIO in developing presentations and white papers for both internal and external audiences.
- Prioritize issues and tasks for the CIO; delegate or handle issues personally as appropriate.
- Keep the CIO informed of urgent and high-priority issues, ensuring timely follow-up.
- Perform a wide range of administrative tasks, such as printing, faxing, handling mail and packages, copying, filing, and managing emails and messages.
- Sort and prioritize mail; maintain email and other address directories.
- Draft and prepare routine correspondence for the CIO’s signature.
- Schedule department meetings and assist in preparing and distributing meeting agendas and materials.
- Transcribe source material and prepare documents, reports, tables, and charts, distributing them as needed.
- Prepare, reconcile, and submit expense reports.
- Maintain both paper and electronic filing systems.
- Handle confidential and sensitive information with discretion.
- Attend meetings, take notes, and prepare initial drafts of minutes and summaries.
- Complete various special projects, such as creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
- Perform additional duties as assigned, including supporting other departments or executives as needed.
This example offers a detailed list of responsibilities that can be tailored to fit your company’s specific requirements.
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, with a can-do attitude.
- Thrives in a fast-paced environment.
Skillset and Background
- Bachelor’s degree preferred.
- Three to five years of prior experience 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 highlights the 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 should have exceptional communication skills, the ability to pay attention to detail and stay organized, and strong interpersonal skills. Given the fast-paced nature of the job, 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?
What is the average salary of an executive assistant in India?
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