what is an executive assistant?
An executive assistant is a clerical professional who assists high-level employees within businesses. Executive assistants work alongside CEOs, chairpersons and board members. In this role, you work closely with the executives you serve and get to know their personal preferences. What sets executive assistants apart from secretaries or administrative assistants is the people you report to.
As an executive assistant, you are also a mediator, revising an executive's speeches, receiving phone calls and preparing publicity material. Your work enables your superiors to focus on the core requirements of their job rather than day-to-day management tasks.
Although you hold a subordinate role, you can advise your executive on essential issues. Your direct access to internal policies and memos gives you valuable insights. You're in a position to manage team leaders, guide board members and keep your executive updated with new data. This role is also personal, calling for an awareness of the executive's private life.
Would working as an executive assistant suit your interest then read on to find out what competencies and qualifications you need to thrive in an executive assistant role.
view jobs near youaverage executive assistant salary
Would you like to know what an executive assistant earns? Where the highest salaries are paid for an executive assistant then check out this salary page and find out all about the salary of an executive assistant in the USA.
types of executive assistants
An executive assistant supports executives and senior-level managers in achieving business goals. You help multiple executives in smaller companies, but you work with one senior executive in large organizations. Apart from regular executive assistants, some companies' top-level leaders require chief executive assistants or a chief of staff. As the chief of staff, you handle lesser responsibilities on behalf of the executives. For instance, you attend meetings on their behalf and take charge of strategic planning operations. You also act as an advisor to the executive and supervise other workers to ensure that all functions are running smoothly.
working as an executive assistant
As an executive assistant, you work in a fast-paced environment that requires flexibility and organization to keep up with demands. Here is an overview of an executive assistant's tasks and typical work schedule.
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executive assistant job description
Critical tasks of an executive assistant include the following:
- managing an executive's calendar and schedule: You are the gatekeeper strategically managing the CEO's time. You plan their schedule based on their goals and priorities. You schedule field meeting requests and create a working calendar to ensure the senior manager has time for all appointments.
- receiving phone calls and managing emails: You manage all communication with the senior executive. That includes picking up phone calls on their behalf and organizing their email. You also organize their correspondence in order of priority.
- planning and facilitating meetings: Your core responsibility involves planning and facilitating meetings, from client appointments to upper management meetings. You set up in-person or virtual meetings by finding the appropriate time for all parties and preparing the executive for the meetings. During meetings, you record the proceedings and transcribe them for parties unable to attend.
- coordinating travel: An executive assistant plans all travel for senior-level managers. You ensure a smooth travel experience by organizing flights, transportation and accommodation. You also prepare the itinerary and plan your schedule if you accompany the executive.
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executive assistant work environment
You work primarily in an office environment. You could work alone, but being cooperative and collaborative with other office staff is part of your job. Your usual workplace depends on your executive's location. The travel plans you organize enable you to see the world. You may also work remotely or from home. Expect to interact with all executive staff members as a go-to person from whom they derive information. Since you work alongside top-level executives, you should maintain strict professionalism and always wear business attire.
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who are your colleagues?
As an executive assistant, you can work in any industry. Your colleagues might include administrative assistants, chief executive officers, financial analysts and finance managers. You also work closely with marketing managers and operations managers, as well as other specialists who could include program managers, managing directors, sales directors and vice president of sales.
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work schedule
The executive members of your company work full-time. Your schedule will be adaptable to the needs of the executive, and some of your work may fall outside ordinary business hours. You have weekends off if your staff can meet the routine needs of your office.
Top performers accept some inconvenience when giving their all to the job. As an assistant, your role is an executive one, and few people reach this level without flexibility. Thus, the time you invest in your job has the potential to overlap with your personal life.
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job outlook for executive assistants
The outlook for executive assistants is good due to the competitive nature of corporate and organizational workloads. Top-level executives find it easier to maximize their productivity with someone helping them handle the smaller tasks. Businesses with executive branches weather economic storms better than small to midsize businesses. The strength of an executive team ensures career opportunities in various economic conditions. Your earnings also increase over time. The longer you hold a position as an administrative assistant, the more money you can demand. In your career, you have the potential to work with a single person or lead an entire group.
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benefits of working for randstad as an executive assistant
Working through Randstad offers you a range of benefits:
- being paid weekly
- flexibility
- always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
Want a permanent contract? But you wonder why it would be interesting for you to work with a staffing company? A temporary job as an executive assistant is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers, thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad, too!
executive assistant skills and education
To qualify for an entry-level position in this field, you typically need a high school diploma or GED (general educational development test) and proficiency in word processing and spreadsheets. Consider taking industry-specific training courses to meet the requirements of your desired industry, such as medicine, law or technology. Developing computer skills, including word processing and data entry, is crucial in any industry segment.
Once you start as an office assistant, secretary or administrative assistant, you can gain valuable work experience to advance to an executive assistant position. This role relies on your interpersonal and organizational skills, which you could develop over time through relevant work experience.
While licenses and professional certificates are not mandatory, they can demonstrate your competency and increase your earning potential. Explore certifications offered by Microsoft or those tailored to executive and administrative assistant roles, such as the Advanced Certificate for the Executive Assistant, recognized by Qualifi, and the Certified Administrative Professional Certification, which requires either an associate or bachelor's degree, relevant experience or successful completion of an exam to showcase your knowledge.
skills and competencies
- organization: Developing strong organizational skills is important to excel as an executive assistant. Create efficient systems to handle multiple tasks and information effectively, ensuring you meet deadlines and do not overlook important details. Improve your organizational skills using project management software or reading books on the topic.
- multitasking: You must master the art of multitasking as an executive assistant. Be ready to switch gears quickly when urgent needs arise and then smoothly transition back to previous tasks. Develop your ability to prioritize effectively and handle interruptions with ease. Explore books on focus to enhance your multitasking abilities.
- time management: Having excellent time management skills is crucial for success as an executive assistant. Stay focused, complete tasks on time, and manage your workload effectively. Prioritize your tasks wisely, seek assistance or delegate when needed and establish efficient workflows. Maintain work-life balance by setting boundaries and unplugging after hours. Discover valuable insights in books on time management and utilize timekeeping software to manage your schedule.
- communication skills: Communication is key for executive assistants. Mastering professional spoken and written communication to interact effectively with executives, business partners and clients is important. Pay attention to grammar, formatting and tone. Tailor the length and medium of your communication to suit the situation. Develop clear and respectful communication when giving instructions and coordinating with other staff. Enhance your communication skills through vocabulary games and practice.
FAQs about working as an executive assistant
Here you will find answers to the most frequently asked questions about executive assistants.
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what is the difference between an executive and an administrative assistant?
In the role of an administrative assistant, you will be responsible for handling managerial and organizational tasks for the entire office or workplace. However, as an executive assistant, your duties involve performing more complex administrative tasks and closely collaborating with top executives. You may have additional responsibilities, oversee other employees and provide valuable advice and innovative solutions as an advisor to business leaders.
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what do CEOs look for in an executive assistant?
A CEO seeks an executive assistant who can serve as a reliable ally. They desire someone they trust to fulfill commitments and accomplish tasks with minimal supervision. The most exceptional and well-compensated executive assistants are independent and self-sufficient.
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is an executive assistant a good career?
Certainly, pursuing a career as an executive assistant can be highly rewarding. Typically, executive assistants receive annual salaries ranging from $50,000 to $95,000. In certain roles, it is even possible for executive assistants to earn over $100,000 per year.
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what should executive assistants include on their resumes?
Include experience from past administrative jobs. Highlight skills in organization and management. Discuss the skills and knowledge you brought to the role and highlight how your work added value to the company.
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what does a double executive assistant do?
A double executive assistant works for multiple executives simultaneously. They will typically support two executives from the same company. This is a demanding responsibility that could lead to a lucrative salary.
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how do I find a job as an executive assistant?
Applying for a executive assistant job is easy: create a Randstad profile and search our executive assistant jobs for vacancies in your area. Then simply send us your CV. If you do not have a resume, no worries. Just check out our resume builder. This state-of-the-art tool will help you to create your own resume. Need help with your application? Check out all our job-hunting tips!
