Executive Administrative Assistant job description template
If you are hiring for this role, start here. This free template is our detailed definition of the position, with everything you need to find and hire the right person. Copy it, add your own requirements, and post it.
What is an Executive Administrative Assistant?
Executive Administrative Assistants are professionals who work in various office settings and provide administrative and clerical support to executives and senior management.
They oversee office functions and ensure the smooth operation of office activities.
Executive Administrative Assistants are responsible for answering phone calls, taking messages, and managing daily schedules.
They also arrange meetings, events, appointments, and travel arrangements; maintain paper and electronic documentation and spreadsheets, and monitor and order office supplies.
The top Executive Administrative Assistant skills.
Five things separate a strong hire from a résumé that reads well. Use these as your scorecard criteria.
The job description, ready to post.
Copy it as written, or edit it until it sounds like your company. Both work.
Our company is hiring an organized and experienced Executive Administrative Assistant to assist our executives in daily tasks. Your primary job in this role will be to oversee office functions and activities and ensure smooth office operations. You will be responsible for answering phone calls, taking messages, handling correspondence, and arranging and managing meetings, appointments, and events. You will manage requests and monitor office supplies.
Additionally, you will welcome visitors and direct them to appropriate departments, create and maintain paper and electronic documentation, make travel arrangements and itineraries, build professional relationships with suppliers and clients, and perform basic bookkeeping and accounting duties.
As a successful Executive Administrative Assistant, you should have outstanding organizational, communication, technology, attention to detail, problem-solving, and strategic skills.
Duties and responsibilities
- Provide administrative support to executives and oversee office functions
- Answer phone calls, take messages, and manage daily schedules and calendars
- Arrange and manage meetings, appointments, and events
- Handle and manage correspondence, requests, and inquiries from clients
- Create and maintain spreadsheets, databases, and other paper and electronic documents
- Monitor inventory levels and order office supplies
- Greet visitors and guide them to the relevant department
- Organize efficient communication between executives and clients
- Make and handle travel arrangements and travel itineraries
- Negotiate and build professional relationships with suppliers, vendors, and clients
- Review, analyze, and sort incoming documentation
- Perform basic bookkeeping and accounting duties
Requirements
- High school diploma or GED certificate
- An Associate’s or Bachelor’s degree in a business-related field is an advantage
- 2+ years of working experience in similar administrative positions
- Working knowledge of MS Office, database systems, organizational tools, and software
- Comprehensive knowledge of office management processes and protocols
- Outstanding verbal and written communication
- Excellent multitasking and organizational skills
- Strong planning and office management skills
- Attention to detail
Take the template with you
Copy it straight into your job board or ATS, or have it emailed to you with the interview questions for this role.
What education this role needs.
Being an Executive Administrative Assistant doesn’t require any specific education or requirements.
However, a certain level of education can open up more opportunities for advancement.
An Associate's or Bachelor’s degree in a business-related field, such as office administration or business administration, can provide valuable skills and knowledge for this role.
Also, acquiring certifications in project management, computer applications, or office management can enhance the candidates’ ability to prospect in their careers.
Sample interview questions for an Executive Administrative Assistant.
Once you have gathered the applications, work through these in order. Twelve questions across four areas, enough to tell your shortlist apart.
- How would you briefly describe your personality?
- What activities do you enjoy when you’re not working?
- Is there any skill that you would like to acquire or improve?
- Have you ever worked as an assistant before?
- What qualities or skills make you a better candidate for this position than others?
- What specifically attracts you to this company?
- Could you describe your previous experience providing support to C-suite executives?
- How would you handle and secure sensitive and confidential information?
- What strategies do you use to anticipate the needs of your executives and stay updated on changes and developments?
- Are there any advanced features and functions of MS Office that you are particularly skilled at?
- What tools and systems do you use to efficiently manage database systems and spreadsheets?
- What is your process for creating and formatting a professional-looking document?
How much to pay when hiring.
Annual pay by percentile. Where you land depends on the size of the cycle they will own, and the 25th percentile is usually where a first analyst hire sits.
Hourly equivalents run from $14 at the 10th percentile to $38 at the 90th.
Candidates may apply under a different name.
Post the title your industry uses and keep the rest of the description. These three roles overlap enough that the same posting usually reaches all of them.
Three titles, one description.
Search behavior varies by industry, so the same job is advertised under several names. If you are unsure which one your candidates search for, run two titles and see which fills.
Office Assistant
Office Assistants generally help office workers and managers in a variety of sectors.
$39,385 medianAdministrative Assistant
Administrative Assistants provide assistance and administrative support to the entire office.
$43,768 medianFrequently asked questions.
What do Executive Administrative Assistants do?
Executive Administrative Assistants provide administrative and clerical support to executives and senior management in the workplace.
They answer phone calls, take messages, schedule meetings, appointments, and events, handle schedules and calendars, create and maintain electronic and paper documentation, and monitor office supplies.
What skills should Executive Administrative Assistants have?
Executive Administrative Assistants should have outstanding organizational, multitasking, communication, attention to detail, and strategic thinking skills.
Who do Executive Administrative Assistants report to?
Executive Administrative Assistants usually report to one senior executive within the organization.
Depending on the organizational structure, they can directly report to the Chief Executive Officer, Chief Operating Officer, Chief Financial Officer, Chief Marketing Officer, etc.
Where do Executive Administrative Assistants work?
Executive Administrative Assistants can work in office settings in various industries, such as corporate, finance, healthcare, manufacturing, education, etc.
Other job description templates.
Same format, same free, same median pay data. Browse the full library if the role you are hiring for is not here.
Administrative Assistant
Administrative Assistants provide assistance and administrative support to the entire office.
$43,768 medianOffice Assistant
Office Assistants generally help office workers and managers in a variety of sectors.
$39,385 medianPersonal Assistant
Personal Assistants are professionals who typically work in companies and office settings.
$48,191 medianAssistant Director
Assistant Directors are members of the directors’ team within a certain department in the company or organization.
$38,297 medianClerical Assistant
Clerical Assistants perform a range of administrative and clerical duties to support management executives and staff employees.
$32,450 medianAssistant
Assistants are people responsible for sustaining smooth and efficient organization and communication in the office.
$38,081 medianSenior Executive Assistant
A Senior Executive Assistant plays a crucial role within an organization, acting as a right-hand to top executives.
$85,653 median