Executive assistants are people who make the world go round for their managers and even company owners. These are people we don’t usually see much up front but they do a lot more than we know. That said, the executive assistant job description sample below may seem a little bit too comprehensive but the truth of the matter is that this role implies a lot of responsibilities. Obviously, the list of duties will vary depending on the company. From performing simple administrative duties (maintaining calendar, planning trips, etc.) to managing company-wide projects, executive assistants are professionals who can play a great part in the overall success of the company.
Executive Assistant Duties and Responsibilities
The job summary of every executive assistant is to enhance the effectiveness of an executive/office by providing necessary information and support, compiling reports, service as a point of contact for office personnel, and managing projects. Depending on the executive and the company, the support function can be either very narrow or very broad but typically it is limited to administrative and project management niches. Below you will find the executive assistant job description sample that you can use for creating your resume.
- Serve as the point of contact for employees, clients, partners, and other executives.
- Manage information flow by organizing documents, maintaining records management systems, databases, and communications systems; handle confidential information.
- Plan and set up meetings, conferences, team building activities, and special events; prepare executive schedules and manage calendars.
- Coordinate, supervise, and train office employees and administrative assistants.
- Track expenses and prepare weekly/monthly/quarterly reports.
- Initiate process improvement programs to improve overall productivity.
- Manage travel arrangements, to include accommodations, itineraries, and related correspondence.
- Conduct research and prepared presentations for the executive team meetings.
- Review and route correspondence, draft letters and collect the necessary information.
- Represent the executive on meetings and events.
- Welcome guests/clients, answer phone calls and resolve administrative issues.
- Assign work to office personnel and conduct performance evaluations.
- Plan and implement company-wide projects.
- Maintain office supplies ensuring proper inventory control.
- Oversee office equipment maintenance and order new equipment.
- Assist with contract negotiations and vendor management.
Executive Assistant Skills and Requirements
The companies and their executives usually very carefully select the candidates for this role because as we have mentioned before, executive assistants have a lot of responsibilities to handle. As a result, those job seekers who want to get this role should have a decent skill set related to executive assistance.
- Writing and reporting skills
- Planning and scheduling
- MS Office Suite (Word, Excel, and PowerPoint)
- Time management
- Supply management
- Equipment maintenance
- Communication skills
- Decision making
- Calendar management
- Accounting and payroll
- Customer service
- Records management
Executive Assistant Jobs & Career Outlook
There are plenty of EA jobs in the United States (approximately, about 4,000,000 jobs according to the Bureau of Labor Statistics). Even with the projected 5% decline, there will be a lot of executive assistant jobs available. At Prime-Resume, we believe the best way to find out about such openings is through networking because most of the jobs are never advertised. Nevertheless, such job search engines as Monster, Indeed, and LinkedIn can help you find a wide range of opportunities too. If you are entering this field, make sure to target the promising opportunities. Go after the top paying states (New York, Maryland, DC, New Jersey, etc.).
If you have experience working as an executive assistant, you don’t necessarily have to pursue EA jobs. There are plenty of other career options related to this field of knowledge. This means you shouldn’t limit your job search efforts to EA jobs only. The alternative career options are administrative services manager, office manager, financial clerk, secretary, administrative assistant.
Lastly, make sure to check our latest executive administrative assistant resume sample for more insight.