Executive Personal Assistant

An administrative professional who provides personal and executive support to a principal and/or their family.

The Role of an Executive Personal Assistant

An Executive Personal Assistant (abbreviated EPA) is a position that provides support to an executive or individual in both their personal and professional life.

An Executive Personal Assistant handles administrative and personal tasks on behalf of an executive, enabling them to focus on high priority items throughout the day. As such, an EPA should have a a solid understanding of the executive’s priorities, so they can work to improve efficiency and free up the executive’s time in meaningful ways.

Primary responsibilities for an EPA include managing an executive’s calendar, communicating with others on behalf of the executive, arranging meetings and travel, acting as a representative of the executive to other stakeholders, managing correspondence, preparing reports and presentations, taking notes, conducting research, liaising with other staff, running errands and more.

A skilled Executive Personal Assistant is a jack of all trades— a right hand and a reliable organizer to an executive. He or she should be an adaptable and discreet partner, who provides valuable assistance to an executive in all facets of their life.

Job Description

EDUCATION / EXPERIENCE

Executive Personal 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 Personal 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 support staff.

SKILLS

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

Experience in executive management as well as exposure to senior-level decision-making
Experience managing complex calendars
Experience planning and booking various forms of travel (car service/coordinating with drivers, commercial and private jet/helicopter, yachts, etc.)
Project management skills, seeing complex projects through, consulting with others for their expertise, and quickly learning, implementing and/or disseminating new information
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
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, as well as family members, in a high-paced environment

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

Duties depend largely on the nature of the position (does the EPA work in an office or home environment, nature of the client’s business and other staff present). Common duties may include:

Personal

Screening phone calls and taking messages for the recipient
Performing various chores and errands, including shopping, light cleaning, preparing food, etc.
Greeting visitors
Planning travel, including flights, accommodation and ground transportation
Organization of events/engagements
Negotiating with service providers (hotels, car service, etc.)
Various types of pet care
Pro-actively anticipating client’s needs
Supporting client with other duties as requested

Executive

Calendar management; anticipating calendar risk and planning contingencies
Creating and overseeing office systems that include filing and managing data
Performing research related to an employer’s project or needs
Scheduling meetings and appointments for the employer
Responding to emails, letters and faxes on behalf of the employer
Producing reports, presentations and briefs
Drafting correspondence such as emails and letters
Liaising with executive/senior administration positions

ATTRIBUTES

Characteristics of a successful Executive Personal Assistant include:

Organizational skills

An Executive Personal Assistant should be proficient in planning, organizing and executing projects on behalf of the principal. He or she should be able to set clear goals, prioritize tasks, delegate responsibilities, monitor progress and evaluate outcomes. He or she should also be able to handle multiple projects simultaneously and meet deadlines.

Interpersonal communication

An Executive Personal 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 Personal 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 Personal 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 Personal 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 Personal Assistant’s compensation may include:

Base salary

A fixed annual amount received for performing duties as agreed upon. An Executive Personal 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 Personal Assistant.

Discretionary bonus

Variable amount based on individual performance. An Executive Personal 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 Personal 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 Personal Assistant generally reports:

To a senior position in Administration/HR
To a director-level staff in a family office
Directly to the principal(s)
In some cases, to a House or Estate Manager

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

Have Questions?

A Trusted Support Partner

An Executive Personal Assistant is dedicated to making your day run seamlessly. From managing your calendar to organizing meetings and travel arrangements, they handle every detail, freeing up your time for what matters most. With a high level of discretion and organizational skills, they keep your professional life on track.

Need support maximizing your productivity? Let us help you find the ideal Executive Personal Assistant who will ensure that nothing falls through the cracks.

“Our Executive Personal Assistants are experts in managing the day-to-day details, allowing you to focus on the bigger picture of your business and personal life.”

Adam Cook

Managing Director, Old State Staffing

Bring Efficiency & Precision Into Your Life

Why You Should Consider an Executive Personal Assistant

An Executive Personal Assistant handles the logistics of your professional life, ensuring that every task is executed flawlessly. Whether it’s coordinating meetings, making travel arrangements, or managing daily operations, they are your go-to support system. An Executive Personal Assistant can help: