Are you expecting too much or too little from your EA? If you want to make sure you maximize their capacity without overburdening them, this post is for you.
We list over 10 core tasks that every skilled Executive Assistant does. After reading this, you know exactly what your EA should handle, helping you set realistic expectations, optimize their support, and improve your overall efficiency and productivity.
Let’s begin.
What Does an Executive Assistant Do? Overview of the Role
An executive assistant manages your schedule, so you can concentrate on leadership and decision-making tasks.
They organize and prioritize communications so you can focus on urgent issues and keep good connections with stakeholders.
An EA prepares and revises official documents so you can communicate clearly and effectively without getting tangled up in daily paperwork.
They coordinate event logistics to make sure you can focus on building business and networking opportunities.
Your executive assistant leads project management to execute smoothly strategic projects without the interruption of everyday operational duties.
Now, let’s go over these responsibilities in detail so you can identify tasks to assign to your EA.
Breaking Down An Executive Assistant’s Core Responsibilities
As you go through each responsibility, take a second to consider how you can tailor what you expect from them based on what you need most help with.
1. Manage the executive’s schedule
The EA organizes your daily, weekly, and monthly agendas to make sure that all appointments and meetings are scheduled to make you most productive. This requires careful planning and coordination to support your involvement in tasks and meetings.
Skills & Tools Needed
- Strong organizational & time management skills
- Attention to detail
- Proficiency in using calendar management tools (Microsoft Outlook & Google Calendar)
Daily Tasks
- Review and update the executive’s calendar to accommodate new appointments and reschedule conflicts
- Coordinate meeting times with teams and external partners
- Send you reminders about upcoming commitments
- Adjust schedules in real-time to accommodate last-minute changes
2. Organize & prioritize communications
Your EA prioritizes which emails and messages you should address first, helping you focus on your primary tasks and improve productivity. This role involves strategic planning, organizing, and meticulous tracking to make sure you are always updated on discussions and decisions affecting your work.
Skills & Tools Needed
- Strong organizational skills
- Attention to detail
- Time management
- Confidentiality and discretion
- Expertise in email Management software (Microsoft Outlook & Gmail)
Daily Tasks
- Check emails, voicemails, texts, and messages
- Draft short responses and summarize the content
- Adjust the executive’s daily calendar based on meeting priority from the day’s calls and emails
- Review all messages at the end of the day to make sure nothing was missed and plan the next day’s priorities based on any new information
3. Prepare & revise official documents
Your EA handles reports and presentations, making sure everything is correct and up-to-date. They write new documents and update old ones when needed. This needs organizational skills and attention to detail.
Skills & Tools Needed
- Writing and editing skills
- Attention to detail
- Organizational skills
- Proficiency in Word Processing Software: Microsoft Word & Google Docs
- Master PDF management tools: Adobe Acrobat Pro
Daily Tasks
- Create initial drafts for reports, presentations, or memos based on the executive’s needs and instructions
- Go through drafts to correct grammar, punctuation, and style
- Make sure that all documents follow company standards or formatting guidelines
- Work with other team members or departments to gather additional information or confirm details that need to be included in the documents
- Track changes made to documents and make sure the latest versions are always available
4. Coordinate event logistics
Your EA manages all the details when planning events, from small meetings to large company gatherings. They select the venue, schedule the event, and make sure everyone is informed. This needs careful planning and checking to make sure every event goes smoothly.
Skills & Tools Needed
- Project management skills
- Organizational skills
- Communication skills
- Proficiency in project management tools: Trello, Asana, & Monday.com
- Master calendar apps: Google Calendar & Microsoft Outlook
Daily Tasks
- Communicate daily with event venues to confirm arrangements, discuss layouts, and make any necessary adjustments
- Regularly check in with caterers, equipment rental companies, and decorators to confirm details and schedules
- Update guest lists, send out invitations, manage RSVPs, and address attendee needs or requests
- Create detailed timelines for the event
- Monitor expenses to make sure the event stays within budget
5. Lead project management
Your EA plans each step, tracks progress, and makes sure all team members are on the same page. This role needs careful organization and coordination to make sure everything goes according to plan. This helps you focus on business decisions without getting slowed down by minor project details.
Skills & Tools Needed
- Leadership and delegation
- Communication skills
- Problem-solving skills
- Proficiency in project management software (Asana, Trello, & Microsoft Project)
- Master communication platforms (Slack, Microsoft Teams, & Zoom)
Daily Tasks
- Review project task status, update progress, and make sure that deadlines are met
- Maintain the project calendar, schedule meetings, and make sure that all deadlines are clear and communicated to the team and clients
- Send out updates to project team members and clients
- Manage project plans, reports, and presentations and make sure that all documents are up-to-date and easily accessible to team members
- Organize and lead project meetings
6. Arrange travel itineraries
Your EA manages all your travel arrangements, organizing everything from flights and hotels to car rentals and meeting schedules. They make sure your trips are smooth and productive. This needs meticulous planning and coordination to integrate travels into your busy calendar, making sure you are at the right place at the right time for your meetings.
Skills & Tools Needed
- Attention to detail
- Communication skills
- Proficiency in travel booking platforms (Concur Travel, Expedia, & TravelPerk)
- Master itinerary management apps (TripIt & WorldMate)
Daily Tasks
- Check travel options to find the best flights, hotels, and transportation based on cost, convenience, and timing
- Book flights, hotels, and car rentals
- Create a travel itinerary with flight times, hotel addresses, and meeting locations
- Inform executives, teams, and clients of the travel plans
- Collect and organize all booking confirmations, tickets, and necessary travel documents
7. Monitor & report on budgets
The EA monitors your budget to make sure it’s within the approved limits. They track all financial transactions and regularly provide updates on budget usage. This requires meticulous planning and detailed financial tracking to support your financial decisions.
Skills & Tools Needed
- Understand basic financial concepts
- Analytical skills
- Attention to detail
- Proficiency in budgeting software (QuickBooks & FreshBooks)
- Master spreadsheets (Microsoft Excel & Google Sheets)
Daily Tasks
- Regularly record all business expenses
- Check invoices and receipts
- Continuously update budget spreadsheets with the latest financial data
- Compare actual expenses against the budget to identify variances and document reasons for any discrepancies
- Compile detailed reports on budget status to keep the executive informed
8. Handle inquiries & requests directed to the executive
Your executive assistant manages inquiries and requests directed to you. They respond directly to more routine or straightforward inquiries. Then, forward more complex or sensitive matters to you or the appropriate department. They need to know how to filter and prioritize these communications, helping you stay focused on your tasks without getting bogged down by every single request.
Skills & Tools Needed
- Communication skills
- Decision-making skills
- Discretion and confidentiality
- Proficiency in email management software (Microsoft Outlook & Gmail)
- Master customer relationship management (CRM) software (Salesforce & HubSpot)
Daily Tasks
- Sort through emails, messages, and phone calls
- Address standard inquiries and requests that do not require the executive’s direct involvement
- Prepare drafts for more complex responses that require your approval before sending
- Arrange meetings for requests that need a discussion or decision from the executive
- Keep track of pending inquiries and ongoing issues that require follow-up actions
9. Act as a liaison with other departments
Your EA links you and other departments, keeps communication clear, and ensures information moves smoothly. They coordinate meetings, relay information, and keep track of interdepartmental project progress to keep you well-informed. This needs planning and communication skills to keep projects moving smoothly.
Skills & Tools Needed
- Communication skills
- Interpersonal skills
- Organizational skills
- Proficiency in email and communication platforms (Microsoft Outlook, Gmail, & Slack)
- Master project management software (Asana, Trello, & Microsoft Project)
Daily Tasks
- Check emails and messages from other departments
- Inform department heads and team members about the executive’s priorities and decisions that affect their work
- Organize meetings between the executive and other departments
- Compile agendas, reports, or presentation materials needed for meetings between the executive and department heads
- Attend meetings to take detailed notes and track action items that arise.
10. Provide confidential administrative support
Your EA carefully manages sensitive documents, keeps discussions and communications confidential, and follows data protection protocols to prevent unauthorized access.
They manage secure environments for meetings and use encrypted communication channels to safeguard sensitive data. They need to stay updated on relevant privacy laws and regulations, protecting your integrity and the company’s confidential information.
Skills & Tools Needed
- Discretion and confidentiality
- Attention to detail
- Integrity and trustworthiness
- Proficiency in password management tools (LastPass & 1Password)
- Master encrypted digital storage solutions (encrypted external hard drives & secure cloud services like Google Drive with extra security settings)
Daily Tasks
- Manage and store confidential documents
- Handle sensitive emails and phone calls
- Organize private meetings
- Maintain the executive’s agenda with attention to privacy
- Monitor and control access to digital tools and oversee who can enter secure areas physically
11. Organize digital files & archives
The EA organizes your digital files and categorizes them for easy access and security.
They create systematic filing systems and use document management software to store, retrieve, and back up all digital files efficiently.
They label files clearly, set up structured directories, and implement access controls for authorized users only. They make sure that all your digital documents are well-organized, secure, and readily accessible when needed.
Skills & Tools Needed
- Organizational skills
- Attention to detail
- Proficiency in document management software (Microsoft SharePoint, Google Drive, & Dropbox)
- Master data backup solutions (external hard drives, cloud backup services like Backblaze & Carbonite)
Daily Tasks
- Sort digital files into appropriate folders and categories based on content, project, or other criteria
- Apply consistent naming conventions and tag files with keywords
- Move outdated or infrequently used files to archive folders
- Regularly update documents
- Perform routine backups of important files to cloud storage and external drives
Sample Job Description of an EA
Now that you understand what an EA does for your business, it’s time to create your job ad. You can use this sample EA job description as a baseline and customize it to include your requirements.
Job Brief
We are looking for a highly organized and proactive Executive Assistant to support our senior management team. The ideal candidate will manage daily administrative tasks, optimizing the executive’s time to prioritize strategic business goals. This role demands exceptional multitasking skills and a commitment to maintaining confidentiality and professionalism in all interactions.
Responsibilities
- Manage the executive’s schedule.
- Organize meetings, appointments, & travel arrangements.
- Filter important messages to the executive as needed.
- Prepare & revise reports, presentations, and responses.
- Coordinate logistics for internal & external events.
- Oversee project progress from start to completion.
- Arrange detailed travel plans & itineraries.
- Monitor and report on expenses & budgets.
- Act as the communication link between the executive & other departments.
- Provide confidential administrative support, safeguarding sensitive company & employee information.
Skills & Requirements
- Proven experience as an Executive Assistant or similar administrative role.
- Excellent organizational & time management skills.
- Strong ability to prioritize tasks & handle multiple assignments simultaneously.
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint) and familiar with scheduling and communication tools.
- Outstanding communication & interpersonal skills.
- High degree of discretion & confidentiality.
- Bachelor’s degree in Business Administration or relevant field preferred.
9 Challenges Your EA Will Help You Solve
Earlier we covered what your EA can ‘do’. If you still need to understand better what your EA can help ‘fix’, this section is for you.
1. Your EA will make sure your schedules don’t overlap to free you up to tackle crucial business decisions and drive strategic growth.
Example:
- If you have an important client presentation and a departmental meeting is scheduled at the same time, your EA will reschedule one of these to make sure you can attend both without stress.
- If you have back-to-back meetings in different cities, your EA will arrange travel schedules that give you enough time to move between locations, prepare, and rest, ensuring that you can focus on the content of the meetings rather than the logistics.
2. Your EA will manage your communication flow, filtering and prioritizing messages so that you handle only what’s most important.
Example:
- Your EA can flag an urgent contract query from a major client for your immediate attention while answering routine inquiries from vendors themselves, making sure you are not bogged down by the volume of messages each day.
- If there’s a decision to make based on the meeting’s outcomes, they will make sure you get the summary first, so you can focus on other business issues.
3. Your EA will take charge of event planning details, making sure that every detail is handled professionally, helping you to host and engage in successful events that improve your company’s reputation.
Example:
- If your company is hosting industry leaders, your EA ensures that the venue is appropriately chosen to reflect the company’s image, coordinates technology setups for presentations, and manages RSVPs to ensure a well-attended event.
- If you’re celebrating the completion of a major project with clients, your EA will handle logistics to create a seamless evening, making sure that you can engage with your guests personally, to build strong business relationships.
4. Your EA will oversee your projects, track progress, and coordinate with team members, to make sure that each project stays on track and meets its objectives.
Example:
- Your EA will manage the timeline and logistics when launching a new marketing campaign. They will schedule and coordinate all meetings between the creative team, marketing analysts, and external advertising partners. They will also monitor deadlines for deliverables such as artwork submission and ad placements, making sure that each step of the campaign is executed on time and meets the strategic goals set out in the initial planning stages.
- When your company decides to move to a new location, your EA will oversee the entire relocation process. They will coordinate with movers, set up new office infrastructure, and communicate with department heads to ensure a smooth transition. They will track the progress of packing, moving, and setting up in the new space, managing timelines and vendor contracts to keep the project on schedule and within budget.
5. Your EA will handle every detail of travel coordination, from bookings to itinerary adjustments, making sure your trips run smoothly.
Example:
- For an overseas conference, your EA will manage flight bookings, secure accommodations near the venue, arrange transportation, and handle visa applications if needed. They will also create a detailed itinerary, making sure you can focus on the conference without logistical concerns.
- If you have meetings across different cities, your EA will plan all travel logistics. They will adjust your itinerary as necessary to accommodate meeting changes, keeping your trip efficient and stress-free.
6. Your EA will monitor and report on budgets, helping you make informed financial decisions and maintain control over expenditures.
Example:
- If the marketing department is approaching its quarterly budget limit, your EA can alert you in advance, allowing you to review and adjust spending or strategy accordingly.
- If your company is organizing a major event, your EA can keep a close eye on all related expenditures. They’ll compile and update a budget report, tracking costs like venue booking, catering, and promotional materials against the allocated budget.
7. Your EA will facilitate communication and coordination between departments to make operations run smoothly and efficiently across your organization.
Example:
- If you’re launching a new product, your EA ensures that product development and marketing teams are aligned by coordinating meetings, circulating updates, and syncing launch strategies for effective execution.
- For instance, if you have a project to deploy software across multiple departments, your EA manages the communication flow by organizing meetings, sharing progress reports, and monitoring project timelines to keep all teams aligned and on schedule.
8. Your EA will organize and maintain access to critical information to make sure that you always have the necessary data at your fingertips to make timely decisions.
Example:
- If you need quick access to client details before meetings, your executive assistant maintains an up-to-date database of client information, including contact details, previous interactions, and ongoing project notes. They ensure you have this information readily accessible to personalize discussions and make informed decisions during negotiations or client engagements.
- When preparing for quarterly financial reviews, your executive assistant organizes and compiles all relevant financial documents, such as profit and loss statements, budget reports, and expenditure analyses.
9. Your EA will safeguard confidentiality, managing sensitive information with discretion to protect your personal and business integrity.
Example:
- If you’re negotiating contracts, your EA ensures that all legal documents are kept confidential, securely storing them and sharing them only with stakeholders directly involved in the negotiations.
- In cases where sensitive employee details need to be managed, your EA makes sure that such records are accessed only by authorized personnel and comply with data protection laws.
10. Your EA will expertly manage unexpected changes and emergencies, providing quick solutions that minimize disruption and maintain business continuity.
Example:
- If an important client cancels at the last minute, your EA can quickly reschedule the meeting, notify all participants, and adjust your calendar to fill the newly freed time effectively, making sure that your day remains productive and that client relations are smoothly maintained.
- If there’s a sudden IT failure, your EA will coordinate with the IT department to diagnose and address the issue while providing temporary solutions to keep the team operational, minimizing downtime, and maintaining workflow continuity.
Choosing the Best Executive Assistant For YOUR Needs
We’ve covered many duties and skills so far, but what do YOU really need from your EA? This section will help you figure that out.
I. Experience That Counts
When choosing an Executive Assistant, closely examine their work history to see if it matches the unique demands of your sector and the nature of the tasks they will handle.
For instance, if your work involves a lot of international travel or cross-cultural interactions, choose an EA with a background in global corporations or diplomatic roles.
II. Master of Multitasking
When doing an interview or checking the resume of an EA applicant, focus on their history of handling multiple responsibilities. Ask them to describe situations where they successfully managed several projects, paying close attention to their strategies for prioritizing and dealing with stress.
For instance, consider an EA who, during a major product launch, was responsible not only for the logistical arrangements of the launch event but also for daily executive communications and urgent travel bookings.
This candidate demonstrated exceptional multitasking, making sure that the product launch was successful while maintaining routine operations without disruption.
III. Communication Maestro
Listen to how clear and effective they are when they talk during the interview and look at examples of their communication skills on their resume. Pay attention to how well they explain their ideas clearly and quickly, and how they respond to questions. These are signs of good communication skills.
Pick an EA who coordinated a crisis response by communicating effectively across different departments, ensuring everyone was informed and aligned. They managed updates to all staff, briefed management, and handled external media inquiries with precision and calmness.
IV. Calendar Commander
To know whether a candidate is a true Calendar Commander, observe their approach to scheduling during the interview. Ask about their methods for managing multiple schedules and balancing conflicting appointments.
For example, imagine an EA who managed the complex calendars of 5 executives at a multinational corporation. They skillfully avoided scheduling conflicts during a week of back-to-back strategy meetings, international calls, and high-priority project deadlines. This coordination ensured that all executives were punctual and well-prepared for each engagement.
V. Document Guardian
To identify if a candidate excels in document management, ask them to detail their experience with document management systems and procedures during the interview. Explore how they make sure the documents are accurate, confidential, and accessible.
For instance, an EA was responsible for safeguarding sensitive legal documents during a major merger. They implemented strict access controls and organized the documents in a secure, searchable database, ensuring that only authorized personnel could access them.
VI. Event Visionary
To check a candidate’s capability as an Event Visionary, ask them to describe their most challenging event planning experience and how they handled it. Focus on their ability to envision and execute events that align with company goals while managing logistical details and attendee experience.
For example, consider an EA who organized a corporate retreat with planning sessions, team-building exercises, and leisure activities. They coordinated the venue, catering, transportation, and technology setup, all while ensuring the event’s theme was in every detail, from presentations to decorations.
VII. Anticipation Artist
To evaluate a candidate’s skills as an Anticipation Artist, observe how they approach hypothetical scenarios about foreseeing needs and planning during the interview. Discuss their strategies for predicting and mitigating potential issues before they become problems, and focus on their proactive measures.
Imagine an EA who anticipated that cultural differences might cause issues in a big international negotiation. Prior to the meetings, they arranged cultural sensitivity training for everyone involved and prepared detailed guides to prevent any misunderstandings. Their foresight and meticulous preparation ensured the negotiations proceeded smoothly without any cultural issues.
3 Best Sites To Find Top Notch EAs
Finding the perfect Executive Assistant can be daunting. For a successful hire on your first attempt, consider using these platforms renowned for their top-notch talent pool:
1. Genius
Genius is a headhunter hiring platform that specializes in connecting your business with top-tier talents tailored to your specific project needs. We offer on-the-ground talent sourcing to seamlessly match you with the ideal members for your business.
Expertise:
- Administrative & Office Support
- Creative & Design
- Customer Service
- Education & Training
- Executive & Management
- Finance & Accounting
- Freelance & Gig Economy
- HR & Recruitment
- IT & Software
- Legal
- Logistics & Supply Chain
- Marketing & Advertising
- Sales & Business Development
- Science & Research
Pricing: One-time 25% fee (88% less than competitors).
2. ZipRecruiter
ZipRecruiter is an online employment marketplace that connects employers with job seekers using matching technology. ZipRecruiter’s AI technology scans thousands of resumes to find the best matches for your job listings. It then invites top candidates to apply, increasing the likelihood of finding the right fit.
Industry Expertise:
- Technology & IT
- Healthcare
- Retail & Hospitality
- Finance & Banking
- Education
- Manufacturing & Logistics
- Marketing & Advertising
- Sales
- Administrative & Support Services
- Construction
Pricing: Starts at $24/month.
3. Monster
Monster’s hiring platform helps businesses of all sizes find and hire top talent. It offers a set of tools, a resume database, and advanced search features. This makes it a great resource for making your hiring process easier and boosting your company’s brand.
Industry Expertise:
- Information Technology (IT) & Software Development
- Healthcare
- Finance & Accounting
- Engineering
- Sales & Marketing
- Education
- Manufacturing & Logistics
- Retail & Hospitality
- Administrative & Support Services
Pricing: Starts at $7/day.
Conclusion
To really benefit from what EAs offer, start by listing out the specific tasks you need help with. This way, candidates know exactly what the job involves, and it makes the whole hiring process smoother.
Keep in mind that finding the perfect person for the job can take a while if you don’t have a good way to narrow down your choices. To simplify your search, consider partnering with Genius. We specialize in vetting only the top 1% of Executive Assistant talent. Tell us what you need and we will shortlist candidates that match those. You can then make a final pick after a series of free interviews with them. Find your EA with us today.
FAQs
1. What can an Executive Assistant get promoted to?
An Executive Assistant position can vary depending on the organization and its structure, but common promotions are Senior Executive Assistant, Chief of Staff, or Office Manager.
2. What does it take to be an effective Executive Assistant?
To be a more effective Executive Assistant, focus on improving your communication skills, anticipate the needs of executives, and manage time efficiently. Stay organized, prioritize tasks, and maintain a proactive approach to solve problems before they arise.
3. What is the greatest strength of an Executive Assistant?
The greatest strength of an Executive Assistant is their exceptional organizational skills, strong communication skills, and managing multiple tasks efficiently while ensuring that all details are taken care of.
4. How do you become innovative as an Executive Assistant?
To be innovative as an Executive Assistant, keep on looking for ways to improve processes and workflows. Leverage digital tools for scheduling and automation to be more efficient. Stay updated with new software and applications that can help you manage tasks more effectively.
