An Executive Assistant is responsible for providing administrative support to executive level staff in an organization. As a higher level position than an Administrative Assistant, the Executive Assistant will typically bring more experience and skills to the position. A qualified candidate will be able to work well under tight deadlines and be a responsive, independent worker who can balance the immediate needs of their executive while performing daily responsibilities.
Your Executive Assistant job description will typically be your first point of contact with your candidate audience. How you communicate the information in your job description will shape how potential candidates perceive the job duties, the value of the role to the company, the company culture, the organization of the hiring process, and the like.
In a competitive marketplace, you want your job description to stand out so the most qualified candidates will be intrigued and motivated to apply. It’s about making an awesome first impression, and simply throwing together a generic job description won’t cut it. By putting extra time and attention into how you research, draft, and post your job description, you can make a big difference in the quality of applications and resumes you receive back.
Getting ready to interview Executive Assistant candidates? Check out our top Executive Assistant interview questions.
The job description template below will help you get started. Modify the template as needed to fit your particular business and job.
Executive Assistant Job Description Template
Our company is currently searching for a detail-oriented Executive Assistant to support our executive branch. You will be responsible for a variety of administrative tasks such as answering phones and emails, scheduling meetings and appointments, creating reports, recording meeting minutes, maintaining filing systems, handling basic bookkeeping, and other administrative duties.
The ideal candidate will be extremely well-organized, timely, self-motivated, and have full competency with Microsoft Office software. You must have the ability to perform well in a fast-paced environment, prioritize tasks, collaborate with other departments, and at all times respect the confidentiality of sensitive matters you handle or are otherwise exposed to.
Executive Assistant Responsibilities:
- Answer phones and coordinate communications between executives, employees, and clients
- Organize reports, memos, invoices, and other important administrative documents
- Record, file, and retrieve corporate documents and records
- Take minutes for company meetings
- Manage executive calendars by scheduling appointments, meetings, and travel arrangements
- Screen all office visitors and determine whether they should meet with the executive
- Conduct detailed research and present notes to the executive in preparation for meetings and presentations
- Source information and data for presentations
- Prepare expense reports and handle basic bookkeeping tasks
- Prepare weekly, monthly and quarterly reports
- Support general administrative duties in the office
- Prior experience as an executive assistant
- Thorough knowledge of Microsoft Office suite including Excel
- Skilled with general office equipment such as copiers and postage machines
- Excellent organizational and time management skills
- Thorough command of rules of confidentiality
- Proactive with strong problem-solving abilities
- Solid written and verbal communication skills
- Ability to multitask in a fast-paced environment
- Associate’s or Bachelor’s degree is preferred
- PA certification or diploma preferred
Median Annual and Hourly Pay: $61,550 per year / $29.59 per hour
Annual wages for Executive Assistants in the top industries in which they worked:
Colleges and universities $59,950
Companies and enterprises $66,360
Local government bodies, excluding schools and hospitals $61,140
State government bodies, excluding schools and hospitals $51,330
Securities, commodity contracts, financial investment and similar industries $69,970
* Source for wage information: Bureau of Labor Statistics and Glassdoor