Executive Assistant

An administrative professional who supports a c-suite executive or small team of executives in an office setting.

The Role of an Executive Assistant

An Executive Assistant (abbreviated EA) is an individual who is responsible for managing an executive’s or individual’s schedule, planning day-to-day logistics and maintaining his or her overall efficiency.

An Executive Assistant handles administrative tasks and manages projects on an executive’s behalf, enabling them to focus on high priority items throughout the day. As such, an EA should have a solid understanding of the executive’s role within an organization and their vision for the business, so they can appropriately represent the executive’s interests in their actions.

Primary responsibilities for an EA include managing an executive’s calendar, communicating with others on behalf of the executive, representing the executive to other stakeholders, arranging meetings and travel, managing incoming correspondence, preparing reports and presentations, taking notes and conducting research.

A skilled Executive Assistant is a master of all trades — a right hand and a reliable organizer to an executive. He or she should be quick to learn, adaptable and a discreet partner, who provides valuable assistance to both an executive and the organization as a whole.

Job Description

EDUCATION / EXPERIENCE

Executive Assistants typically possess a Bachelor’s (B.S. or B.A.) degree, often in the areas of communication, English, education/teaching, business, human resources, finance/accounting or a related field.

An experienced Executive Assistant will have 3 – 7 years’ experience in a corporate or executive-support setting. Depending on the specific needs of an executive/individual, industry knowledge may be required. This position may also require prior experience managing or leading other administrative staff.

SKILLS

Experience in executive management as well as exposure to senior-level decision-making
Project management skills, seeing complex projects through, consulting with others for their expertise, and learning, implementing and/or disseminating new information quickly
Experience managing complex calendars
Familiarity with functions within a variety of areas of a business, non-profit, political office, etc., including human resources, finance/accounting, communications, legal/compliance and technology
Experience planning and booking various forms of travel (car service/coordinating with drivers, commercial and private jet/helicopter, yachts, etc.)
Creative mindset, strong research skills and a natural ability to identify opportunity to solve problems
Exceptional verbal and written communication skills, with the ability to liaise effectively with internal and external stakeholders in a high-paced environment
Strong ability to prioritize work, attention to detail, problem-solving and organizational skills
High level of discretion, professionalism and customer service

CERTIFICATIONS / TRAINING

Professional certifications are not required in this role, however, an employer may prefer candidates with any of the following administrative or project management certificates:

Professional Administrative Certification of Excellence (PACE)
Certified Administrative Professional (CAAP)
Microsoft Office Specialist (MOS)
Project Management Professional (PMP) or Certified Associate in Project Management (CAPM)
Administrative Assistant Certificate

RESPONSIBILITIES

Specific duties for an Executive Assistant vary depending on the industry and number of executives he or she supports, but common duties include:

Scheduling and managing all meetings and appointments
Screening phone calls and taking messages; acting in a gatekeeper role
Planning all forms of travel (transportation, accommodations and logistics) and negotiating with service providers
Creating and overseeing office systems that include filing and managing data
Performing research or other types of project management (industry-specific)
Responding to emails and letters on behalf of the employer as well as other forms of draft correspondence
Producing reports, presentations and briefs as needed
Event planning and execution
Liaising with executive/senior administration positions
Greeting visitors, clients and all other guests
Proactively anticipating client’s needs at all times
Supporting client with other duties as requested

ATTRIBUTES

Characteristics of a successful Executive Assistant include:

Organizational skills

An Executive Assistant should be proficient in planning, organizing and executing projects on behalf of their executive. He or she should be able to set clear goals, prioritize tasks, delegate responsibilities, monitor progress and evaluate outcomes, as well as handling multiple projects simultaneously and meeting necessary deadlines.

Interpersonal communication

An Executive Assistant should have excellent interpersonal skills and communication abilities to interact effectively with the principal, colleagues, clients and other stakeholders. He or she should be able to listen actively, communicate clearly and concisely, express empathy and respect, and resolve conflicts constructively. They should also be able to adapt their communication style to different situations and audiences.

A team player attitude

An Executive Assistant should be a team player who can collaborate well with others and contribute to the success of the organization. This person should be supportive, cooperative, flexible and respectful of diverse opinions and perspectives. He or she should be willing to share information, knowledge and feedback and seek help when needed.

Responsibility and integrity

An Executive Assistant should be responsible and accountable for his or her actions and decisions. He or she should be able to work independently and proactively, take initiative and ownership of tasks, and follow through on commitments. He or she should also demonstrate integrity and honesty in all aspects of his or her work, adhere to ethical standards and principles and protect the confidentiality and privacy of the principal or organization.

COMPENSATION

Total compensation for an Executive Assistant ranges from $80-200K. Factors that command a higher salary include specific experience, education or training requirements, an ability to work/be on call outside of normal work hours, flexibility to travel or live-in and fluency in languages other than English. Components of an Executive Assistant’s compensation may include:

Base salary

A fixed annual amount received for performing duties as agreed upon. An Executive Assistant’s base salary varies depending on the size, complexity and location of the business or individual they support, as well as the experience and qualifications of the Executive Assistant.

Discretionary bonus

Variable amount based on individual performance. An Executive Assistant’s bonus may fluctuate based on certain metrics such as client satisfaction, cost savings or the completion of strategic goals.

Equity

With equity compensation, a portion of the employee’s compensation is paid in options, restricted stock or performance shares, which represents ownership in a business or fund owned or managed by the principal. Options can have a vesting period and/or expiration date, which affects their overall value. Equity compensation strongly incentivizes long-term employment and can be a great tool for building a team that is dedicated, loyal and aligned with the overall vision of the principal/family office.

STANDARD BENEFITS

An Executive Assistant typically has access to the following corporate-style benefits (or receives a stipend to obtain such benefits themselves):

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the principal, including transportation, accommodations, meals and other costs related to business travel. These expenses may be reimbursed or covered by a travel allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered at the office
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

An Executive Assistant generally reports:

To a senior position in Administration/HR
To director-level staff in an office/family office
Directly to the principal(s)
In certain situations, to an Estate Manager

Executive Assistants may be responsible for managing additional administrative staff, or they may simply work alongside other executive-support staff.

Have Questions?

Your Right Hand in Business

An Executive Assistant is the cornerstone of efficiency for any high-level professional. They handle scheduling, communications, project management, and executive-level coordination, ensuring that business operations run smoothly. With discretion, organization, and problem-solving skills, they allow executives to focus on high-level decision-making without distraction.

Need an Executive Assistant who anticipates your needs before you do? Let us find the perfect professional to keep your business on track.

“We only place Executive Assistants who are capable of bringing structure, discretion, and efficiency to the fast-paced world of executive leadership.”

Adam Cook

Managing Director, Old State Staffing

Support That Moves You Forward

Why You Should Consider an Executive Assistant

A dedicated Executive Assistant transforms the way a leader operates, ensuring every aspect of their professional life is organized and optimized. From managing complex calendars to handling high-priority communications, they bring clarity and control to an executive’s workload. An Executive Assistant can help you: