Executive Assistant Job Description: Top Duties and Qualifications

An Executive Assistant, or Personal Assistant, works closely with a high-level professional to accomplish their day-to-day tasks. While specific responsibilities and requirements vary depending on the industry, an Executive Assistant is expected to handle a wide range of high-level administrative tasks including executive communication, handling of corporate documents and arranging large-scale events. 

 

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Executive Assistant duties and responsibilities

A candidate for an Executive Assistant must be prepared to work in a fast-paced environment and possess the ability to be flexible in many different situations. While a lot of the responsibilities of an Executive Assistant are specific to the office, general duties expected of most candidates include:

  • Making travel arrangements
  • Organising and maintaining office systems
  • Working directly with high-level employees
  • Preparing corporate documents
  • Maintaining strict confidentiality
  • Organising their superior’s entire schedule
  • Sustaining a level of professionalism among staff

 

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Executive Assistant Job Description Examples:

 

Example 1

*Executive Assistant* Franks Road, Hill Top Industrial Estate, Coalville. LE67 1TT. Preci-Spark Ltd has a varied and challenging role that requires an exceptionally organised, practical and proactive individual to provide professional, administrative and project support to the Director of an advanced manufacturing facility. This role is focused on the operation of one of the six company factories which manufactures components for the medical, semi-conductor and aerospace industries. *Key Roles and Responsibilities: * * Point of contact for the Director to manage operations at this site * Communication and coordination of the team leaders on the shop floor * Lead production planning for this site alongside other elements of business support * Collate data and produce reports for monitoring the factory performance * Manage and control the working hours for employees on site and weekly issue of a report to payroll * Arrange meetings as requested for the Director and provide briefs prior to meetings * Work extra hours in order to provide ad hoc support on an exceptional basis * Point of contact for personnel and human resource issues, including recruitment * Record and communicate minutes and actions where required, and follow up accordingly * Manage and respond to straightforward correspondence on behalf of the Director and produce draft replies for more complex issues * Screen incoming calls as necessary and deal with general enquiries or transfer as required * Deal with highly sensitive and confidential information appropriately * Plan ahead in order to anticipate busy periods and changing priorities * Undertake additional and or other responsibilities to meet business requirements *Key personal attributes: * * The role requires a highly self-motivated, dedicated and practical person who possesses a broad range of people and organisational skills * Previous experience in an executive role involved in wide ranging areas of a business * Excellent computer skills, you will be required to quickly learn the internal MRP systems * Ability to demonstrate initiative and to suggest improvements to processes * Exceptional communication skills and an ability to work with a wide range of people * Confident self-starter, able to work proactively, think ahead and multi-task in a fast moving environment * Exceptional organisational skills and 'can-do' attitude * Sensitive and diplomatic management of multiple levels of employees with a high level of confidentiality * Confidence in decision making and prioritisation of tasks * Excellent time management and attention to detail *Job Spec* * Full time, permanent position, Monday to Friday * £29,000 to £35,000 salary, experience dependent *Benefits* * 25 days holiday plus eight statutory bank holidays * Quarterly Company productivity bonus * Life assurance * Sick pay * Free on-site parking * Flexibility on hours and early Friday finish Job Types: Full-time, Permanent Salary: per year Additional pay: * Quarterly bonus Benefits: * Sick pay Schedule: * Monday to Friday

What does an Executive Assistant do?

 Usually, an Executive Assistant responds directly to a high-level employee and serves as a very visible representative of the company. The position of Executive Assistant is an integral part of a company’s organisation. For this reason, the perfect candidate is a self-motivated employee who understands the industry they will be working in.

 

Executive Assistant skills and qualifications

Many of the skills and qualifications relating to Executive Assistant positions are closely related to communication, organisation and efficiency. Some offices may require specific technical skills and certificates or training specifically associated with their company’s industry. Additional universal skills include:

  • The ability to work under extreme pressure and deadlines
  • Understanding of project management 
  • Flexibility in working hours
  • Professional and friendly demeanour
  • Thorough attention to details
  • Self-motivated but able to work as a team
  • Strong knowledge of all clerical activities

 

Executive Assistant experience requirements

For most companies, this position is not usually an entry-level position. Prior to applying, job candidates should have at least four years of experience in a similar but smaller role such as a Personal Assistant. This is also a position where the job candidates should come with thorough knowledge of the company and industry and how their position works within a company structure. 

 

Executive Assistant education and training requirements

Although an Executive Assistant position requires high levels of competence and experience, it is fair to consider job candidates with college qualifications. This should include a Level 2 Certificate in Business Support and Level 3 Diploma in Business Administration. This should also include an intermediate or advanced level apprenticeship in Business Administration.

Candidates with university experience should have a business-related foundation degree made up of 2 or 3 A levels. An apprenticeship is not always necessary when considering a candidate with some university experience. 

 

Executive Assistant salary expectations

According to Indeed Salaries, the average salary for an Executive Assistant is £33,415 per year. Any large deviations from this average are dependent on experience, location and company. Salary may be annual or hourly.

 

Job description samples for similar positions

There are a variety of jobs that are similar to that of an Executive Assistant. Here are some examples of other job descriptions that may be more similar to the one you are advertising for: 

 

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Executive Assistant job description FAQs

 

What is the role of Executive Assistant to CEO?

An Executive Assistant is an assistant to a high-level employee of a company. This could be the CEO or perhaps another position that has daily interactions with the CEO such as the COO or CFO. Clearly state which of these roles the Executive Assistant will be dealing with and look for a candidate who is comfortable working with individuals at such a high-level of importance and stature.

 

What should you look for in an Executive Assistant CV?

A candidate’s CV should reflect the professionalism with which they handle themselves in the workplace. Look for a concise, organised CV that focuses on important technical skills such as typing, schedule management and knowledge of software specific to the industry. Also, pay attention to their previous experience and the daily activities they were responsible for at their previous employment.

 

Do Executive Assistants have different responsibilities in different industries?

An Executive Assistant will have some responsibilities that are similar across many industries and some that are very different. You want a candidate who excels in transferable skills such as schedule management and communication but also has a long history of working within your company’s particular industry. The best candidate will have been a Personal Assistant or Administrative Assistant for another company within the industry.

 

How can you make your Executive Assistant job description stand out?

An Executive Assistant candidate could be at the top of their field and looking for a long-term job or perhaps hoping to one day transfer from assistant to a more managerial role. Either way, you should appeal to candidates by presenting your company as a dynamic place to work, with room to grow even for high-level employees. Focus on the importance of the role of an Executive Assistant within your company and why the candidate should want to be a part of it. 

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