Executive Assistant Job Description: Top Duties and Qualifications

An Executive Assistant, or Corporate Secretary, is someone who supports the management of a particular individual within an organization. Their duties include helping coordinate meetings and calendars, compiling data to prepare papers or presentations, and often acting as a representative to their assigned executive. 

 

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What does an Executive Assistant do?

An Executive Assistant acts as the support person for company executives, celebrities, and political or government officials. Executive Assistants help with various administrative and organizational needs, such as setting up appointments and overseeing schedules. Acting as a gatekeeper, an Executive Assistant helps to decide which phone calls, emails, or in-person meetings get through to their boss. They also conduct business with other colleagues or external vendors on behalf of their executive. 

 

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Executive Assistant Job Description Examples:

 

Example 1

Who We Are lululemon is a yoga-inspired technical apparel company up to big things. The practice and philosophy of yoga informs our overall purpose to elevate the world through the power of practice. We are proud to be a growing global company with locations across North America, Australia and New Zealand, Europe, and Asia. We owe our success to our innovative product, our emphasis on our stores, our commitment to our people, and the incredible connections we get to make in every community we are in. Executive Assistant Responsibilities: * Coordinates Executive’s calendar and contacts and, according to allowed authority, manages Executives email. * Establishes work priorities and directs assignment of work to various department staff according to scope of allowed authority. * Coordinates and sends meeting invitations and agendas to attendees, books meeting rooms and arranges for IT resources and refreshments in support of efficient meeting facilitation. * Maintains confidential information for the business, team and leadership and ensures information is handled appropriately. * Coordinates multi-leg travel, often requiring continuous changes and rescheduling, in conjunction with team of Executive Assistants and according to most Senior Executive travel plan. * Oversees the approval of department expenses, including the review of employee expense claims for accuracy and adherence to policy on behalf of Executive. * Acts as a communications liaison with Department as required. * Responds to inquiries or refers them to the appropriate partner. * Prepares briefing notes and minutes of meetings, as required. * Provides Executives with documentation needed for meetings and correspondence with the business. * Delegates and follows up on action items that fall within realm of responsibility. * Supports space planning needs for department growth. * Special Projects as assigned by Executive. * In partnership with P&C, owns and oversees onboarding of incoming Senior Executives and new members of their Leadership Team. Qualifications: * 2-5 years’ experience or equivalent in an administrative and or executive support level capacity with increasing * Excellent business acumen and ability to exercise tact, sound judgment and prioritization. * Able to observe and maintain the utmost * Advanced-level Microsoft Outlook, Word, Excel and PowerPoint proficiency. * Experience working with a publicly traded company. #LI-AA1

Example 2

#301, [phone number]50 Street Leduc, AB T9E 6W2 Telephone: [phone number] Fax: [phone number] Website: [website] ____________________________________________________ ____________________ Executive Assistant Permanent Full-time position (1.0 FTE) The Leduc Beaumont Devon Primary Care Network is a joint venture between participating local family physicians and Alberta Health Services. Our mandate is to sustain and enhance the quality, coordination, and integration of health care services in Leduc and area and to improve the quality of life for the community of patients and physicians. In our recent staff survey, 93% of our staff reported being proud to work here! Our core values are Integrity, Quality, Accountability AND Respect. We are currently looking for an experienced Executive Assistant with experience working in a fast-paced environment, providing complex administrative support to our Board of Directors, Executive Director, and Leadership team. The ideal candidate will have experience providing excellent customer service, maintaining confidentiality, attention to detail, ability to multi-task, and the ability to prioritize a diverse workload for various stakeholders while maintaining professionalism. This position provides support to the business side of the PCN, which includes, but is not limited to: - Organizing meetings, including Board, Board Committee, Leadership, and more meetings; this will involve scheduling, gathering and disseminating necessary documentation, taking minutes, preparing the agenda. - Providing daily support to the Executive director and Leadership team. - Assist with the coordination of facilities management, IT projects, equipment and support, support throughout the HR process from onboarding to termination, procurement of special-order items. - Monitor and coordinate the schedule for policy and/or manual updates. - Corporate document control Qualifications: - Course work and/or experience in business administration. - Experience working in a similar role. - Experience and proficiency with Microsoft products, including Microsoft 365 and SharePoint, would be an asset. The position is located in Leduc, with possible flexibility to occasionally work from home. We offer a competitive compensation package that includes group benefits, health spending account, and matching RRSPs. Please forward a letter of interest and resume by July 12, [phone number]To be considered for this position, you must apply via our Career Centre using this link: There will be prescreening questions on the Career Centre. Only candidates selected for an interview will be contacted.

Example 3

*About the Company: * Canvas Homes is an award winning design-build firm specializing in luxury residential development. Our projects are located throughout BC and include single-family, multi-family, mixed-use, commercial, and industrial developments. Our firm is part of the Avi Dhaliwal Group, which includes companies such as Sea to Sky Construction, Zerosa Developments, Dhaliwal Developments, Avi Dhaliwal Design + Engineering, and numerous other companies. *Summary: * We are looking for a responsible Executive Assistant/ Office Manager to support the principal of the company in a timely and professional manner. You will provide high-quality administrative and clerical assistance to the principal. Our ideal candidate is highly organized, proactive, able to meet deadlines, work in a high pressure environment, and communicate effectively. Ultimately, you should be able to identify and address the needs of the principal and perform administrative tasks to ensure all companies operate smoothly. & Requirements: * * previous work experience as a executive assistant/ office manager or similar role for a real estate, development, construction, or tech firm, * strong communication skills (via phone, email, and in-person), * experience with office and task management systems and MS Office, * some accounting experience, including AP/ AR entry, managing petty cash reimbursements, bank deposits, contractor payment cut-offs, payroll hours entry, etc., * monitoring and maintaining employee attendance and vacation records, * managing all day-to-day office functions, including receiving phone calls, screening and distributing emails, picking up mail, replenishing supplies and stationary, scheduling meetings, making travel arrangements, and booking appointments and inspections, * acting as a point of contact between the principal of the companies, and clients, consultants, contractors, and employees, * public relations and marketing experience, including social media management, searching for and entering into awards and competition events, and creating memos, presentations, and reports, * organizing and maintaining the office filing system, * attending and taking minutes during meetings, * assisting with commercial property management and residential project rentals, and * develop and maintain HR policies. *What you can expect from the Company: * * dynamic and challenging work environment, * incredible opportunity for personal and professional growth, * investment opportunities and profit sharing, and * enrolment in benefits after successful completion of probation period. Job Types: Full-time, Permanent Salary: per year Benefits: * Flexible schedule * On-site parking * Paid time off Schedule: * 8 hour shift * Monday to Friday * Weekend availability Work remotely: * No

Example 4

Executive Assistant * Preparing financial statements, reports, memos, invoices letters, and other documents. * Answering phones and routing calls to the correct person or taking messages. * Handling basic bookkeeping tasks. * Filing and retrieving corporate records, documents, and reports. * Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives. * Helping prepare for meetings. * Accurately recording minutes from meetings. * Greeting visitors and deciding if they should be able to meet with executives. * Using various software, including word processing, spreadsheets, databases, and presentation software. * Reading and analyzing incoming memos, submissions, and distributing them as needed. * Making travel arrangements for executives. * Performing office duties that include ordering supplies and managing a records database. * Experience as a virtual assistant. * Opening, sorting and distributing incoming faxes, emails, and other correspondence. * Provide general administrative support. Job Types: Full-time, Contract Salary: per year Schedule: * Weekend availability Work remotely: * No

Executive Assistant duties and responsibilities

The list of duties and responsibilities of an Executive Assistant is quite large and can change depending on an employer’s needs. Duties and responsibilities needed to excel in an Executive Assistant role include: 

  • Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
  • Filing important documents, such as reports, meeting notes, emails, and letters
  • Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
  • Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
  • Conducting research and creating reports on various topics based on the needs of the executive
  • Planning and organizing events that take place externally, such as fundraisers, sporting tournaments, and appreciation events
  • Keeping important information and documents organized physically, and electronically
  • Maintaining a high degree of discretion and confidentiality

 

Executive Assistant skills and qualifications

A successful Executive Assistant candidate will have a variety of hard and soft skills needed to do their job well on a daily basis. Examples of these skills include: 

  • Exceptional attention to detail
  • Communication and interpersonal skills
  • Ability to conduct research and create reports or presentations
  • Time management 
  • Ability to learn quickly
  • Ability to handle sensitive information with discretion 
  • Basic computer and office equipment skills
  • Ability to work in a fast-paced environment 

 

Executive Assistant experience requirements

The amount of experience required for an Executive Assistant depends on the size of an organization and whether training will be provided. Most companies look for an Executive Assistant who has at least two years of related experience. However, if training is provided, previous work experience may not be a necessity as long as the applicant has the soft skills to match the position. 

 

Executive Assistant education and training requirements 

At the least, education requirements include a high school diploma. However, many employers seek a candidate with a higher level of education, such as a bachelor’s degree or a college diploma. When listing post-secondary requirements in a job posting, degrees in business administration, secretarial studies, or industry-related areas are the best options.

 

Executive Assistant salary expectations

According to Indeed Salaries, the average salary for Executive Assistants is   $53,970   per year. Of course, this number fluctuates depending on experience, location, and company.

 

Job description samples for similar positions

If an Executive Assistant isn’t quite what you are looking for, there are other job positions with similar attributes, including:  

 

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Executive Assistant job description FAQs

 

What is expected of an Executive Assistant?

An executive assistant is expected to maintain a high degree of confidentiality while maintaining the calendar, professional correspondence, and time of the company executive. It is important that an Executive Assistant represents the executive to external partners including vendors, clients, customers, colleagues, and the media. When managing an office is part of the job, an Executive Assistant can also expect to perform such tasks as supply inventory, answering incoming calls, maintaining electronic and paper records, as well as recording and distributing meeting minutes.

 

What is the difference between an Executive Assistant and an Administrative Assistant?

The role of an Executive Assistant and Administrative Assistant are very similar, but there are key differences. Both roles require excellent time management, organizational, communication, problem-solving, computer, and interpersonal skills. An Executive Assistant, however, is responsible for acting on behalf of a company executive, celebrity, or government official. They will often attend meetings or events on behalf of their manager and report back with notes or a presentation. Therefore, an Executive Assistant requires in-depth knowledge about the role of the executive while an Administrative Assistant holds a more general role in the company. 

 

What is the most important function of an Executive Assistant?

The most important function for an Executive Assistant is the ability to maintain confidentiality. Because they often manage the personal and professional calendar for an executive, politician, or celebrity, their discretion is of utmost importance. 

 

What is the role of an Executive Assistant to a CEO?

The Executive Assistant to a CEO is responsible for a wide range of administrative and executive support-related tasks. This typically means helping to maintain their daily schedule, making sure the CEO is meeting obligations or commitments, working closely with other departments that require the CEO’s attention and often helping to also manage the office.

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