Executive Assistant Job Descriptions

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Executive Assistant Job Description

Executive assistants perform a wide variety of administrative tasks in an office setting. This position is distinguishable from the role of administrative assistant in that executive assistants typically work in close proximity to upper management.

An executive assistant may be asked to manage calendars, organize meetings, direct phone calls, and arrange travel for senior-level executives. Ultimately, an executive assistant handles clerical tasks and correspondence so that C-level executives are free to focus on high-level responsibilities and decision-making. In this way, executive assistants help senior management be more effective in their roles.

Executive Assistant Job Description Template

We are looking for a skilled executive assistant to support our executive team. Your job will involve handling administrative, clerical, and business tasks for our senior management. This may include creating reports, drafting correspondence, organizing travel, taking meeting minutes, and more.

To be successful in this position, you will need to have excellent multitasking and time management skills. Qualified candidates should also be familiar with the full Microsoft Office suite and have the ability to work quickly under pressure. Preference will be given to candidates who can prove they have succeeded in a similar role.

Executive Assistant Responsibilities:

  • Take minutes during meetings
  • Act as the link between upper management and the broader staff
  • Organize travel and accommodation arrangements
  • Manage executives’ calendars
  • Screen and direct phone calls to upper management
  • Manage executives’ office supplies
  • Help draft reports and visual graphics to prepare executives’ for meetings
  • Provide general administrative support as needed

Executive Assistant Requirements:

  • Previous experience as an executive assistant or 2-3 years of administrative assistant experience
  • Impeccable verbal and written communication skills
  • Familiarity with all Microsoft Office products
  • Ability to handle confidential material in an appropriately discrete manner
  • Strong time management and multitasking skills
  • Ability to work quickly under pressure
  • Problem-solving and decision-making skills
  • Ability to act as a gatekeeper, determining which pieces of information need to be received by upper management
  • Attention to detail

Executive Assistant FAQ:

Which tasks is an executive assistant responsible for?

Executive assistants may be asked to complete any administrative, clerical, or business tasks that upper management needs assistance with. This can involve screening and directing phone calls, creating travel arrangements, or taking notes during meetings.

The position can also involve more complicated business tasks. For example, an executive assistant may be asked to help a member of senior management prepare for a meeting. This could involve performing research and drafting documents or presentations. For this reason, it’s beneficial if the executive assistant has some background in the industry they’re seeking a position in.

What should I include in my executive assistant help-wanted ads?

The best help-wanted ads start with an eye-catching overview of the position. This is your opportunity to attract qualified candidates by clearly stating the details of the job. Consider getting a little creative to make your job stand out even more. The more people who view your post, the more qualified candidates you may attract.

Next, your help-wanted ads should also include sections that detail the responsibilities and requirements of the position. It’s important to be as detailed as possible here. Doing so will help you screen out unqualified candidates before you have to review their applications.

Can I use your executive assistant job description template?

Yes! Feel free to use our template as a starting point. It’s full of the kind of language that you should be using in your own post. However, you’re going to want to customize what we’ve written here to match your unique needs.

Your executive assistant position may also have a different set of responsibilities and requirements than the ones listed here. Be sure to include those specifics in your help-wanted ads to boost your chances of finding the right candidate.

Frequently Asked Questions about hiring a Executive Assistant

What is the best way to find and hire a Executive Assistant near me?
Online job boards are the best place to find qualified Executive Assistant applicants. Employers posting their Executive Assistant job on Indeed get about 17 applications from that board on average.
Which job boards should I post on to find Executive Assistant applicants?
You should post to multiple job boards at once. The most successful job postings for a Executive Assistant are on Indeed – but on average, employers post to 14 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 11 hours on average, which is shorter than the national average for Executive Assistant positions.
What's the best way to communicate with applicants looking for a Executive Assistant role?
SMS has 87% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Executive Assistant job applicants?
Hourly paid workers, such as Executive Assistants are actually more engaged when texting about jobs. We have found that text messages are 199% better than email at getting an applicant's response. Have a look at Workstream, which automates the process of texting and uses a phone number specifically assigned to your job post so you don’t have to use your personal phone.
Can I use a different phone number to engage Executive Assistant applicants via text message?
Yes, tools such as Workstream provide custom phone numbers that allow employers to engage with applicants through their tool without having to use a personal or business cell phone.

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