Career Development

What Does an Executive Administrative Assistant Do?

Find out what an executive administrative assistant does, how to get this job, and what it takes to succeed as an executive administrative assistant.

Executive administrative assistants are the glue that holds many companies together. They’re responsible for handling a wide range of administrative tasks, from scheduling meetings and taking notes to filing paperwork and answering phones.

Executive administrative assistants often work directly with senior executives in their company. They may also interact with other employees on a regular basis as they fulfill their duties.

Executive Administrative Assistant Job Duties

Executive administrative assistants typically have a wide range of responsibilities, which can include:

  • Communicating with clients and coordinating meetings with other staff members on behalf of senior management
  • Communicating with clients about their concerns or complaints about office policies or procedures
  • Reviewing incoming mail for importance and relevance to company operations, then routing it to the appropriate person or department for response
  • Reviewing a company’s policies and procedures and making recommendations for changes where needed
  • Managing calendars for executives, including booking travel arrangements, arranging meetings, and scheduling appointments
  • Performing clerical tasks such as filing documents, making copies of documents, scanning documents into electronic format, and typing documents from handwritten originals
  • Coordinating with other departments within an organization to ensure that deadlines are met and projects are completed successfully
  • Coordinating with outside vendors to arrange meetings and conferences, book flights and hotel accommodations, and order catering services
  • Preparing reports on executive activities, meetings, phone calls, etc. for the executive’s supervisor

Executive Administrative Assistant Salary & Outlook

Executive administrative assistants’ salaries vary depending on their level of education, years of experience, and the size and industry of the company. They may also earn additional compensation in the form of bonuses or commissions.

  • Median Annual Salary: $52,500 ($25.24/hour)
  • Top 10% Annual Salary: $87,500 ($42.07/hour)

The employment of executive administrative assistants is expected to decline over the next decade.

As organizations continue to automate processes, fewer executive administrative assistants will be needed to oversee these functions. Organizations also may choose to outsource some administrative tasks, such as payroll processing, to reduce costs and increase efficiency.

Executive Administrative Assistant Job Requirements

Executive administrative assistants typically need to have the following qualifications:

Education: Executive administrative assistants are typically required to have at least a high school diploma or equivalent, but many employers prefer to hire candidates who have completed some college coursework. Some employers may prefer to hire candidates who have a bachelor’s degree in business administration, human resources, communication or another related field.

Training & Experience: Executive assistants typically receive on-the-job training from their current or previous employers. They may also receive training from their college or university. Some executive assistants complete certificate programs that teach them the skills and knowledge they need to excel in their role.

Certifications & Licenses: While certifications are not required for a role like executive executive assistant, they can help you stand out when applying to jobs.

Executive Administrative Assistant Skills

Executive administrative assistants need the following skills in order to be successful:

Organization: Organization is a crucial skill for executive assistants, as they often handle many tasks at once. Executive assistants may be responsible for keeping track of their bosses’ schedules, managing their inboxes and ensuring that their bosses have everything they need to complete their work. Being able to keep track of all of these tasks is a valuable skill for an executive assistant.

Communication: Communication is the act of conveying information through speech or writing. Executive assistants often communicate with their supervisors and other employees, so excellent communication skills are essential for this job. You can also use communication skills to help your supervisors and colleagues communicate with each other.

Time management: Time management is a crucial skill for executive assistants, as they often have many tasks to complete within a short period of time. Tasks may include managing the calendar of a busy executive, preparing presentations, arranging travel and managing the executive’s inbox.

Problem-solving: Problem-solving skills allow you to identify and resolve issues. Executive assistants often need to solve problems for their managers, so demonstrating your ability to find solutions can be an asset. For example, if your manager is having trouble with their computer, you might be able to help them troubleshoot the issue or find someone else who can.

Detail-oriented: Executive assistants often have a large workload and many responsibilities. Being detail-oriented can help you manage your time and tasks effectively. Being detail-oriented can also help you communicate effectively with your supervisors and colleagues.

Executive Administrative Assistant Work Environment

The executive administrative assistant works in an office environment, typically during regular business hours. However, the executive administrative assistant may be required to work overtime, evenings, and weekends to complete projects, attend meetings, or provide support to the executive during travel. The executive administrative assistant may also be required to travel with the executive on business trips. The work environment is generally fast-paced and deadline-oriented, and the executive administrative assistant must be able to handle multiple tasks simultaneously with grace under pressure.

Executive Administrative Assistant Trends

Here are three trends influencing how executive administrative assistants work. Executive administrative assistants will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.

The Growth of Remote Work

The growth of remote work is a trend that is quickly changing the way businesses operate. With the rise of technology, employees are now able to work from anywhere in the world, which has led to an increase in the number of people who work remotely.

This trend is having a major impact on the executive administrative assistant profession, as it requires professionals to be able to work effectively without being in the office. As more and more companies adopt a remote work policy, executive assistants will need to be able to manage their responsibilities without being physically present.

More Focus on Personal Development

As businesses become more competitive, they are placing a greater emphasis on personal development for their employees. This means that executive administrative assistants will need to focus on developing skills that will help them succeed in their roles.

Some of the most important skills that executive administrative assistants can develop include communication, organization, and time management. By focusing on these areas, executive administrative assistants can ensure that they are prepared for the challenges that lie ahead.

A Greater Emphasis on Diversity and Inclusion

Diversity and inclusion have become increasingly important in recent years, as businesses have come to realize the value of having a workforce that reflects the diversity of the population.

Executive administrative assistants can play a key role in helping businesses achieve diversity and inclusion goals by providing support and guidance throughout the hiring process. They can also help to create a culture of openness and acceptance within the company, which will allow all employees to feel comfortable expressing their opinions and ideas.

How to Become an Executive Administrative Assistant

When starting your career as an executive assistant, it’s important to consider the company culture and how you will fit in. You should also think about what type of work you want to do and what skills you need to develop.

One way to find the right job is to network with other professionals in the industry. Attend industry events, join online forums, and connect with people on LinkedIn. This will help you learn more about the industry and meet potential employers.

You should also build a strong resume that highlights your skills and experience. Include relevant keywords in your resume so that it stands out when employers search for candidates online.

Related: How to Write an Executive Administrative Assistant Resume

Advancement Prospects

The most common way to advance in this career is to move up to a position with more responsibility. As an executive administrative assistant, you may be promoted to a senior administrative position, such as a senior executive assistant or a chief of staff. You may also move into a related field, such as human resources or marketing. With experience, you may become a manager or director in your field.

If you are interested in moving into a different field, you may want to consider going back to school to get a degree in business administration or a related field. This will give you the skills and knowledge you need to move into a management position.

Executive Administrative Assistant Job Description Example

At [CompanyX], we believe that first impressions are everything. That’s why we’re looking for an executive administrative assistant who will be the first point of contact for our company, and who will represent us in a professional and courteous manner at all times. The ideal candidate will have experience working in a fast-paced environment, and will be able to juggle multiple tasks simultaneously while maintaining a calm and friendly demeanor. He or she will be highly organized and detail-oriented, with excellent written and verbal communication skills. In addition to providing administrative support to the executive team, the executive administrative assistant will also be responsible for managing our reception area, and will be expected to handle a variety of other tasks as needed.

Duties & Responsibilities

  • Serve as the primary point of contact for all internal and external communications
  • Handle a wide range of administrative and executive support-related tasks, including but not limited to: scheduling, correspondence, travel arrangements, expense reports, event planning, and office management
  • Provide high-level administrative support for multiple executives by managing their schedules, preparing correspondence, handling information requests, and performing clerical functions such as preparing presentations, organizing meeting materials, and maintaining records
  • Serve as liaison between executives and other departments within the company
  • Prepare agendas and make arrangements for board meetings, committee meetings, and annual shareholders’ meetings
  • Coordinate projects as needed, including planning, research, preparation of materials, and follow-up
  • Maintain confidentiality with regard to the information being processed, stored, or discussed
  • Anticipate the needs of the executives and proactively take steps to ensure their smooth and efficient operation
  • Use sound judgment in prioritizing tasks and handling time-sensitive material
  • Exercise discretion and independent judgment when making decisions
  • Be proactive and resourceful in solving problems
  • Handle sensitive and confidential information with utmost discretion

Required Skills and Qualifications

  • Bachelor’s degree or equivalent experience
  • 5+ years of administrative support experience, preferably in a corporate setting
  • Proven track record of success supporting executive-level staff
  • Exceptional written and verbal communication skills
  • Superb organizational skills and attention to detail
  • Proficient in Microsoft Office Suite and Google Apps

Preferred Skills and Qualifications

  • Experience with project management
  • Familiarity with Salesforce or other CRM software
  • Experience coordinating travel arrangements
  • Advanced degree in business administration or related field

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