Having a good knowledge of the job description of an executive assistant is a good step towards becoming a good executive assistant.
Executive assistants perform a wide range of administrative and clerical tasks.
It can be a very stressful and demanding job, but the experience is worth it.
The role is similar to administrative assistants, Secretaries or personal assistant.
In the sense that their roles are all supportive. They provide administrative support to individuals or a team.
But, the difference is that executive assistant is a senior role assigned to an experienced executive staff.
In small organizations, the job description of an executive assistant and that of an administrator and personal assistant overlap.
In a larger organization, these are all positions with unique job descriptions.
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What does an Executive Assistant do?
Executive assistants are Senior office staffs that supervise the work of other office staff. They coordinate and monitor activities that contribute to the company’s overall success.
They provide administrative support to the executives or other senior staff by conducting research, analyzing documents, and presenting reports.
Executive assistants are an integral part of any organization, and as such, they are indispensable.
An executive assistant’s responsibilities include collating and distributing mail and memos, answering calls, and setting up meetings and appointments.
Most executive assistants start their careers by taking the position of administrative assistant.
After years of work and improving qualifications, they are eventually promoted to the position of an executive assistant.
You must be organized and possess excellent managerial skills to succeed in this career path.
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What are the Duties and Responsibilities of an Executive Assistant?
Some of the commonly featured duties and responsibilities in the job descriptions of an executive assistant are:
1. Act as a Bridge Between Employees and Executives
An executive assistant is a bridge or point of contact between employees, executives, and partners.
This is possible because they are executives but work closely with other employees.
2. Control the Flow of Information
Since They are a point of contact between employees and executives, it is also the responsibility of an executive assistant to manage the information flow.
They relay necessary information from executives to employees and vice versa.
3. Manage Executive Calendars
Executive assistants also manage the calendar of the different office executives.
They keep track of meetings and set up appointments.
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4. Make Travel Arrangements
It is also the responsibility of an executive assistant to make new travel arrangements for executives.
Booking a means of transportation to make hotel reserves must be done before the journey.
5. Keep Track of Daily Expenses
Executive assistants keep records of all office expenses.
As well as make a monthly, quarterly, and yearly reports.
6. Supervise other Staff
They also supervise other staff to ensure that all operations use best practices.
Some other duties and responsibilities of an executive assistant are:
- Take minutes during executive meetings
- Answer and direct phone calls to the right correspondence.
- Welcome visitors and also decide if they are allowed to meet executives.
- Order office supplies.
- Read, analyze, and distribute memos and emails to the right offices.
- Make necessary plans and preparations for office events.
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What are the Requirements for Becoming an Executive Assistant?
Unlike Secretary or administrative assistant, entry-level jobs do not require years of experience.
Prospective executive assistants should have gained experience in secretarial or administrative assistant duties over the years.
A high school diploma is the minimum academic qualification for becoming an executive assistant.
But, most organizations prefer employing individuals with a bachelor’s degree in business management, human resources, or related fields.
There are no mandatory special certifications to become an executive assistant.
But certification may add value to your resume or portfolio. They are available online and do not take a long time to complete.
In as much as employers employ individuals with experience in administrative assistance or other related fields for the executive assistant role.
Most of the experience and trust are gained at the job over the years.
Employers also look out for those with proficiency in the Microsoft office suite.
What Skills and Personality suit an Executive Assistant?
In most executive assistant job description postings, employers always look out for those with certain skills.
This is because these skills make the job easier and faster.
Some of the commonly featured skills in the job description of executive assistants are:
1. Communication Skills
Executive assistants perform several activities that require great communication skills.
From responding to callers to determining what information should be passed to executives.
Therefore, they have to be capable of properly communicating in writing and verbally.
2. Interpersonal Skills
Executive assistants also have to develop good relationships with employees and stakeholders.
This still helps them foster better working conditions and relationships.
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3. Organisational Skills
Organization skills are relevant when filling documents, maintaining records, and carrying out many other duties.
Therefore every good executive assistant must be organized at all times.
4. Customer Service Skills
Executive assistants respond to calls and welcome visitors as well.
As a result, they must be customer oriented.
Because treating a customer or visitor wrongly may result in losing them forever.
5. Multitasking
It is good for an executive assistant to be able to do more than one thing at a time.
Because it makes work faster, more tasks can be done by a company within a limited time.
But, whenever multitasking is impossible, prioritizing activities is the best alternative.
More important and urgent tasks should be given preference, while less urgent tasks should not be left out.
6. Time Management Skills
One of the responsibilities of an executive assistant is to help other executives manage their time.
As a result, executive assistants should be good time managers.
Not just for other executives but for themselves too.
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7. Discretion
This role is an executive role; therefore, they can access sensitive information.
Therefore executive assistants must be discrete and confidential.
8. Leadership skills
Executive assistants must also be good leaders to carry out their duties properly.
They must possess and exhibit good leadership attributes when dealing with employees.
9. Problem-Solving Skills
Lastly, executive assistants should also be troubleshooting.
They should be capable of thinking critically whenever problems arise.
Where do Executive Assistants Work?
The duty of an executive assistant is practically indispensable in every organization.
Some of the typical employers of executive assistants are:
- Schools
- Hospitals
- Government organizations
- Hotels
- Recreational centers
- Manufacturing companies
But, the need for an executive assistant depends on the firm’s size.
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What Should be Included in an Executive Assistant Resume?
According to my perfect resume, there are four characteristics of a good executive assistant resume.
1. Summary
The summary should highlight the following:
- Skills
- Strength
- Achievement
This information should be in line with what suits an executive assistant.
They should be highlighted using short statements or sentences. Example: ”customer-oriented executive assistant with 6 years experience working with top professional executives”.
2. Skills
Alongside administrative capabilities, an executive assistant should have strategic skills.
Some of these skills include:
- Communication skills
- Organizational skills
- Discretion
- Leadership skills
- Excellent interpersonal skills
- Problem-solving
It is important to state these skills in your resume. Their relevance in the job description of an executive assistant is explained above.
Even during interviews, it is almost necessary always to reference them.
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3. Experience
This section should contain some of your contributions to a company’s success or specific tasks.
Now, I know this can be a long epistle. However, you have to make it a short statement or sentence intelligently.
I am not saying you should write it as a list, NO!
For example, ”I devised a new and better method for keeping records that made it easier to pick them out when needed for reference purposes”.
4. Educational Background
Although academic certifications are not mandatory to qualify for a job as an executive assistant, they are advantageous.
Therefore if you have any form of academic certification, include it in your resume.
A bachelor’s degree in business administration and management or other related fields is preferred.
How much do Executive Assistants make?
On average, executive assistants in the United States earn up to $59,340 per annum.
Less experienced and qualified executive assistants earn about $24,690 per annum.
While their more experienced or qualified colleagues may earn up to $64,230 per year
The bottom 10% from the average earn $24,690, while the top 10% earn up to $64,230 per year.
These figures may differ depending on the following:
- Geographical location
- Employer
- Size and sector of the firm.
You can tell that more experienced executive assistants earn more than their colleagues.
Is executive Assistant a Stressful Job?
Yes, the job of an executive assistant can be very stressful and demanding.
You may even have to work beyond the job description in some situations.
You must also stay calm to other staff and the world in the face of a challenge or crisis.
But, the experience is worth it. The skills and character the stress indirectly imbibes in you are worth it.
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What are the Work Environment and Schedule of an Executive Assistant like?
Executive assistants typically work in offices, interacting with visitors, staff, and other executives.
They work within the regular working hours and days.
Whenever it is necessary, they may have to extend working hours.
Is Executive Assistant a dead-end Job?
No, the position of an executive assistant is not a dead-end job.
After becoming an executive assistant, there are so many other exciting roles or positions you can be promoted to.
Some of these positions include:
- Office Manager
- Project manager
- Human resources manager/coordinator
- Customer service coordinator
- Sales associate
- Executive administrative assistant
- Legal assistant
Therefore, after some years of working as an executive assistant, please move further to any of these positions.
Conclusion: Executive Assistant Job Description Guide
Although this guide on the job description of an executive assistant was written with prospective executive assistants in mind, it is also a good template for creating a job posting.
Executive assistants play a vital role in every organization.
Therefore, employers must be careful to recruit capable hands while employees.
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