An executive assistant to the CEO supports the CEO by managing administrative tasks, handling communications, and assisting with strategic planning and execution.
Our detailed guide explains what an EA does for the CEO to help achieve your business goals. We will look at their roles and hiring costs. We will also give you a job brief and 3 best platforms where you can find the best talent. Plus, you can follow our step-by-step guide on how to hire your very first EA.
What Does An Executive Assistant To The CEO Do?
An executive assistant to the CEO provides high-level support to ensure the CEO can focus on strategic initiatives. They manage the CEO’s schedule, coordinate meetings, and handle correspondence.
An EA acts as a gatekeeper and a bridge for smooth communication within the organization. For this role, the EAs should have a deep understanding of the company’s operations, so they can prioritize tasks and manage projects effectively.
Beyond administrative tasks, an executive assistant to the CEO conducts research, prepares reports, and assists in decision-making processes. They are trusted with confidential information and maintain the CEO’s productivity. An EA anticipates needs and proactively addresses potential issues so the CEO can concentrate on leading the company and achieving business goals.
Break Down Of A CEO’s Executive Assistant Core Functions
Now, let’s get into more detail about the core functions of an EA and see how they help with day-to-day activities:
1. Manage the CEO’s calendar & scheduling
This involves organizing and prioritizing their daily, weekly, and monthly appointments and meetings to ensure optimal time management. This role requires anticipating and addressing scheduling conflicts, coordinating with various departments, and ensuring the CEO is prepared for each engagement.
An everyday scenario includes arranging meetings, rescheduling appointments as necessary, and providing reminders and briefings to keep the CEO on track.
Skills Needed
- Time Management to organize and prioritize tasks so the CEO stays productive.
- Attention to Detail to make sure schedules are accurate and conflicts are avoided.
- Communication to clearly coordinate with different stakeholders.
- Problem-solving to quickly address and resolve any scheduling issues or conflicts.
- Proactivity to anticipate the CEO’s needs and prepare for upcoming engagements.
2. Coordinate meetings & appointments
This involves scheduling and organizing meetings and appointments, ensuring all necessary materials and information are prepared and available. The CEO EA must communicate with participants, confirm attendance, and manage any logistical details like booking conference rooms or arranging virtual meeting links.
This role also includes handling last-minute changes and cancellations efficiently to minimize disruptions to the CEO’s schedule.
Skills Needed
- Organizational Skills to keep meetings and appointments systematically arranged.
- Attention to Detail to ensure all logistical details are accurately managed.
- Communication to liaise effectively with participants to confirm attendance and share relevant information.
- Flexibility to adapt quickly to last-minute changes or cancellations.
- Tech-Savviness to proficiently use scheduling and virtual meeting tools.
3. Handle correspondence & communications
An EA should manage emails, phone calls, and other forms of communication to ensure all messages are promptly and appropriately addressed. They filter incoming communications, prioritize urgent matters, and draft responses on behalf of the CEO.
Additionally, they coordinate with internal and external stakeholders to relay information and maintain smooth communication channels, helping the CEO stay informed and focused on strategic tasks.
Skills Needed
- Communication Skills to clearly and effectively handle various forms of communication.
- Prioritization to identify and address urgent matters promptly.
- Writing Skills to draft professional and accurate responses.
- Discretion to handle confidential information with the utmost care.
- Interpersonal Skills to maintain positive relationships with internal and external stakeholders.
4. Prepare reports & presentations
EAs to the CEO gather and analyze data, create comprehensive reports, and develop visually appealing presentations. The CEO EA ensures that all information is accurate, relevant, and presented clearly and concisely to support the CEO’s decision-making process.
They also assist in creating content for board meetings, investor presentations, and other critical engagements, ensuring the CEO is well-prepared to convey key messages effectively.
Skills Needed
- Analytical Skills to gather and interpret data accurately.
- Attention to Detail to ensure all information is precise and relevant.
- Creativity to develop visually appealing and effective presentations.
- Technical Proficiency to use software tools for creating reports and presentations.
- Communication to clearly convey complex information in an understandable format.
5. Organize travel arrangements & itineraries
This involves booking flights, accommodations, and transportation, as well as creating detailed travel itineraries. The CEO EA ensures all travel plans are cost-effective and time-efficient, and they align with the CEO’s schedule.
They also handle any travel-related issues that may arise, like cancellations or delays, and ensure the CEO has all the necessary documents and information for a smooth trip.
Skills Needed
- Organizational Skills to efficiently coordinate travel plans and itineraries.
- Attention to Detail to ensure all travel arrangements are accurate and comprehensive.
- Problem-solving to quickly resolve any travel-related issues or changes.
- Budgeting to manage travel expenses and optimize cost-effectiveness.
- Communication to coordinate with travel agencies, hotels, and transportation services.
6. Manage confidential information & documents
This involves handling sensitive data with the utmost discretion, ensuring that all confidential files are securely stored and only accessible to authorized personnel. The CEO EA maintains and organizes important documents, like contracts, financial reports, and strategic plans, ensuring they are readily available when needed. This role requires a high level of trust and integrity, as well as meticulous attention to detail to prevent any information breaches.
Skills Needed
- Discretion to handle sensitive information with confidentiality and care.
- Attention to Detail to maintain accurate and organized records.
- Integrity to uphold ethical standards and trustworthiness.
- Organizational Skills to efficiently manage and store important documents.
- Security Awareness to implement best practices for data protection and security.
7. Handle expense reports & budgeting
This involves tracking and documenting all expenses, preparing detailed expense reports, and ensuring compliance with the company’s financial policies. The CEO EA helps in budgeting by monitoring expenditures and providing insights to optimize cost management.
They also assist in reconciling credit card statements, processing reimbursements, and ensuring all financial records are accurate and up to date.
Skills Needed
- Financial Expertise to understand and manage financial processes.
- Attention to Detail to accurately track and document expenses.
- Organizational Skills to maintain precise and organized financial records.
- Analytical Skills to provide insights to optimize budgeting and cost management.
- Compliance to ensure adherence to company financial policies and procedures.
8. Liaise with senior management & external stakeholders
This involves acting as a point of contact between the CEO, other executives, and external partners. The CEO EA coordinates communication, schedules meetings, and ensures that information flows smoothly across all parties.
They facilitate collaboration, address inquiries, and manage relationships to support the CEO’s strategic initiatives and maintain positive partnerships.
Skills Needed
- Communication Skills to effectively convey information between parties.
- Interpersonal Skills to build and maintain strong relationships with internal and external stakeholders.
- Organizational Skills to coordinate meetings and ensure smooth information flow.
- Professionalism to represent the CEO and the organization with integrity.
- Problem-solving to address and resolve any issues that arise in communications.
9. Oversee special projects & initiatives
EAs manage projects from inception to completion, ensuring they align with the CEO’s strategic goals. They coordinate resources, timelines, and team members while tracking progress and addressing any issues that arise.
They provide regular updates to the CEO to ensure the projects are completed on time and within budget and contribute to the overall organization’s success.
Skills Needed
- Project Management to efficiently oversee projects from start to finish.
- Organizational Skills to coordinate resources, timelines, and team members.
- Communication to keep all stakeholders informed and aligned.
- Problem-solving to address and resolve project-related issues.
- Time Management to ensure projects are completed on time and within budget.
10. Conduct research & compile data
This involves gathering information from various sources, analyzing data, and presenting findings clearly and concisely. The EA supports the CEO by providing insights and data-driven recommendations for strategic decisions.
They compile reports, summaries, and presentations essential for meetings, planning, and decision-making processes. This ensures the CEO has all the necessary information at their fingertips.
Skills Needed
- Research Skills to efficiently gather and analyze relevant information.
- Analytical Skills to interpret data to provide meaningful insights.
- Attention to Detail to ensure accuracy and completeness of compiled data.
- Communication to present findings clearly.
- Technical Proficiency to use tools and software for data analysis and report creation.
11. Maintain office organization & supplies
EAs to the CEO ensure the office environment is efficient, well-organized, and fully stocked with necessary supplies. They manage inventory, orders supplies, and keep track of office equipment for smooth daily operations.
They also organize workspaces, filing systems, and common areas to create an orderly and productive environment that supports the CEO and the entire team.
Skills Needed
- Organizational Skills to keep the office environment orderly and efficient.
- Attention to Detail to monitor and maintain inventory of supplies.
- Time Management to ensure timely ordering and restocking of supplies.
- Problem-solving to address any issues with office equipment or organization.
- Multitasking to handle multiple tasks to maintain a smooth-running office.
12. Assist with personal tasks & errands
EAs ensure the CEO’s personal life runs smoothly alongside their professional responsibilities. This involves managing appointments, scheduling personal commitments, coordinating travel arrangements, and handling personal correspondence. They provide essential support to free up the CEO’s time for strategic focus and maintain work-life balance.
Skills Needed
- Organization to manage personal schedules and appointments efficiently.
- Discretion to handle personal matters with confidentiality and professionalism.
- Communication to coordinate personal tasks and manage expectations.
- Resourcefulness to handle various personal errands and unexpected tasks effectively.
- Time Management to prioritize personal tasks alongside professional duties to optimize the CEO’s productivity and well-being.
Sample EA To The CEO Job Description You Can Follow
Here’s a sample job description for hiring a CEO Executive Assistant. Feel free to customize it to fit your specific needs.
Job Brief
As a CEO Executive Assistant (EA), you will play an important role in supporting our CEO in all aspects of their daily operations and strategic initiatives. You will serve as the right hand to the CEO, providing administrative support and facilitating effective communication and coordination across the organization.
Responsibilities
- Act as the primary point of contact between the CEO and internal/external stakeholders while demonstrating professionalism and discretion in all interactions.
- Manage the CEO’s calendar, scheduling appointments, meetings, and travel arrangements with precision and efficiency.
- Prepare and organize materials for meetings, ensuring the CEO is well-informed and prepared for engagements.
- Conduct research and compile data on various topics to support the CEO’s decision-making process.
- Handle confidential information and sensitive matters with utmost discretion and confidentiality.
- Assist with special projects and initiatives as assigned by the CEO.
Skills
- Exceptional communication skills, both written and verbal, with the ability to effectively interact with individuals at all levels of the organization.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
- Proficiency in calendar management and scheduling software (e.g., Microsoft Outlook, Google Calendar) to coordinate complex schedules and logistics.
- Excellent problem-solving abilities, with the capacity to anticipate challenges and proactively address issues before they arise.
- High level of professionalism and integrity, with the ability to handle confidential information with discretion and tact.
- Strong interpersonal skills and emotional intelligence, with the ability to build and maintain positive relationships with diverse stakeholders.
Daily Tasks
- Manage and prioritize the CEO’s emails, responding to or delegating messages as appropriate.
- Coordinate and schedule meetings, ensuring all necessary materials and resources are prepared in advance.
- Assist with drafting and editing correspondence, presentations, and other documents on behalf of the CEO.
- Conduct research on industry trends, competitors, and market insights for strategic decision-making.
- Maintain an organized filing system for important documents and records, ensuring easy access and retrieval.
- Provide administrative support to the CEO as required, including managing expenses, organizing events, and handling other ad hoc tasks.
Now, if you are ready to create your own CEO EA job description, there are a few things you should keep in mind. Let’s take a look.
Job brief
- Provide a brief overview of the role and highlight its significance within the organization.
- Mention the title of the position (CEO Executive Assistant) and its reporting structure.
- Summarize the main purpose of the role and its objectives.
- Highlight any unique aspects or opportunities that come with the position.
Responsibilities
- Outline the primary duties and responsibilities of the CEO Executive Assistant.
- Add specific tasks for administrative support, communication management, and project coordination.
- Highlight how this role helps the CEO stay organized and productive.
- Use action verbs to convey the proactive nature of the responsibilities.
Skills
- List the skills and qualifications required for the role.
- Add both technical skills (e.g., proficiency in office software) and soft skills (e.g., communication, organization).
- Specify preferred qualifications like education level or certifications.
- Highlight skills that are particularly relevant to supporting C-suite executives.
Daily tasks
- Provide a detailed breakdown of the daily activities and routines.
- Add daily tasks for calendar management, meeting coordination, communication handling, and administrative support.
- Explain how the job is dynamic and requires adapting to changing priorities.
- List additional duties or projects that could come up each day.
How Much Does An Executive Assistant To The CEO Earn?
The salary for EA to SEO varies a lot. Factors like location, experience, industry, skills, and education level all play a role. We have broken it down for you, comparing each factor, so you can make a competitive job offer that fits your budget.
1. By Location
| Location | Average Annual Salary |
| New York City | $65,000 – $90,000 |
| Los Angeles | $60,000 – $85,000 |
| Chicago | $55,000 – $80,000 |
| Houston | $50,000 – $75,000 |
| Atlanta | $50,000 – $70,000 |
Metro cities like New York and Los Angeles have higher salaries compared to others. If you’re planning to save, hire CEO EA from Atlanta or Houston.
2. By Experience
| Experience | Average Annual Salary |
| Entry-level (0-2 years) | $45,000 – $65,000 |
| Mid-level (3-5 years) | $60,000 – $85,000 |
| Senior-level (5+ years) | $75,000 – $100,000+ |
If you’re just starting out, you can pick entry-level to mid-level EAs to fit your budget and needs.
3. By Industry
| Industry | Average Annual Salary |
| Finance | $60,000 – $95,000 |
| Technology | $65,000 – $100,000+ |
| Healthcare | $55,000 – $85,000 |
| Nonprofit | $50,000 – $75,000 |
Technology offers the highest salaries for CEO EAs, followed by Finance, which requires accounting skills. Make your offer according to your industry.
4. By Skills or Certifications
| Skills or Certifications | Average Annual Salary |
| Basic Skills | $50,000 – $70,000 |
| Specialized Skills | $65,000 – $90,000+ |
If you don’t ned advanced administrative skills and other project expertise, hire EAs with basic skills to maximize your resources.
5. By Education Level
| Education Level | Average Annual Salary |
| High School Diploma/GED | $45,000 – $65,000 |
| Associate’s Degree | $50,000 – $70,000 |
| Bachelor’s Degree | $55,000 – $85,000 |
| Master’s Degree or higher | $60,000 – $100,000+ |
You can choose candidates with a high school diploma or associate degree for lower rates if advanced knowledge isn’t necessary for the tasks you need help with.
3 Best Sites To Hire A CEO EA
When evaluating all 3 platforms to hire a CEO Executive Assistant, pay close attention to cost and their specialization within different sectors.
1. Genius
Genius is an elite HR talent acquisition firm from the Philippines and Latin America which can reduce your hiring costs by up to 80%. We use on-the-ground sourcing and a rigorous vetting process to deliver real A+ CEO EAs directly to you. You can also interview candidates for free to make sure you always find the perfect match for your needs.
Cost
One-time fee of 25% of the candidate’s first-year salary.
Turnaround time: 1-2 weeks
EA quality
- Formal Education: EAs sourced through Genius HR platform have high school diplomas, bachelor’s degrees, and advanced degrees in fields like business administration, communications, or related disciplines.
- Professional Certifications: EAs for CEOs have Certified Administrative Professional (CAP), Certified Executive Assistant (CEA), or Project Management Professional (PMP) certifications.
- Skills Training: Our EAs undergo training programs on communication skills, time management, organizational strategies, and technological proficiency.
- Years of Experience: All our candidates have a minimum of 5-10 years of experience in executive support roles.
Best for: Technology, sales, and finance industries.
2. FlexJobs
FlexJobs is a leading online job marketplace that specializes in remote, part-time, freelance, and flexible job opportunities. It is particularly useful if you are looking to hire CEO executive assistants who can work remotely or under flexible arrangements.
All job postings are manually screened to ensure they are legitimate and scam-free. This means all opportunities on the platform are real which makes it a trustworthy platform for both employers and job seekers.
Cost
- Single Job Posting: $399/month
- Multiple Job Postings: 3 job postings for $859/month and 5 for $1,299/month.
- Unlimited Job Postings: Custom pricing.
Turnaround time: 4-8 weeks
EA quality
- Formal Education: EAs hold a minimum of a high school diploma.
- Professional Certifications: It varies depending on the EA because of the nature of the marketplace.
- Skills Training: It varies depending on the EA because of the nature of the marketplace.
- Years of Experience: Candidates have a minimum of 3-5 years of experience in executive support roles.
Best for: Technology & IT, Marketing & Advertising, and Customer Service.
3. Workable
Workable post job openings to over 200 job boards, including popular sites like Indeed, LinkedIn, and Glassdoor. You can create attractive job postings with customizable templates to attract top candidates.
They offer Applicant Tracking System (ATS) to track all applicants in one place, from initial application to final hire. You can collaborate with team members on hiring decisions with shared notes and feedback.
Cost
- Starter Plan: $99/job/month.
- Pro Plan: $299/month for up to 2 job postings.
- Enterprise Plan: Custom pricing.
Turnaround time: 2-6 weeks
EA quality
- Formal Education: EAs hold bachelor’s degrees in fields such as business administration, communications, or related areas.
- Professional Certifications: EAs have Certified Administrative Professional (CAP) and the Professional Administrative Certification of Excellence (PACE) certifications.
- Skills Training: EAs undergo training in Microsoft Office Suite, Google Workspace, and project management tools like Asana or Trello.
- Years of Experience: Candidates have a minimum of 3 years of experience in executive support roles.
Best for: Finance, technology, and legal.
How To Hire The Best CEO EA For Your Needs
To ensure a successful first-time EA hire and avoid common rookie mistakes, follow these proven steps:
Step 1: List Your Requirements For An EA
Outline the specific tasks, responsibilities, and goals you want the CEO EA to help with. Consider your working style and preferences for a compatible match. Determine whether you need a full-time, part-time, or virtual assistant.
Step 2: Craft A Catchy Job Ad
Write a compelling job description that highlights the key responsibilities, qualifications, and expectations for the role. Clearly outline the company’s mission, values, and culture to attract candidates who align with your organization.
Here’s an example on how you can write your job ad for executives to CEO:
Make sure you add instructions for applying like submitting a resume, cover letter, and any relevant portfolio or work samples.
Step 3: Explore Different Talent Channels
Use job boards, social media, and professional networks to reach potential candidates. Consider reaching out to industry-specific groups or associations to tap into niche talent pools. You can also use employee referrals and networking connections to identify qualified candidates.
Step 4: Review Applications & Shortlist Candidates
Thoroughly review each application and pay attention to candidates’ experience, skills, and qualifications. Shortlist candidates who meet the initial criteria outlined in the job description. Consider additional factors like communication style, attention to detail, and cultural fit.
Step 5: Conduct Initial Screening Interviews
Schedule initial phone or video interviews with shortlisted candidates to assess their qualifications and suitability for the role. Ask questions about their relevant experience, skills, and motivations for pursuing the position. Use this opportunity to gauge their communication skills, professionalism, and enthusiasm for the role.
Step 6: Plan & Conduct Interviews
Invite top candidates for the 2nd round of remote or in-person interviews. You can also invite other team members to get a second opinion. Prepare a set of structured interview questions that address specific aspects of the role and company culture.
Here are sample question structures you can use to gauge your CEO EA candidate’s skills in using tools and handling complex projects:
Step 7: Evaluate Cultural Fit & Alignment
Arrange informal meetings or social activities to assess candidates’ fit with the company culture and team dynamics. Observe how candidates interact with others and communicate their ideas and experiences. Consider conducting job shadowing or trial assignments to further evaluate candidates’ abilities and fit.
Step 8: Make A Compelling Job Offer
After thorough evaluation and consideration, extend a formal job offer to the top candidate. Clearly outline the salary, benefits, start date, and any other relevant details. Provide a timeline for the candidate to review the offer and make a decision.
Step 9: Make Sure The Onboarding Process Is Smooth
Develop an onboarding plan to introduce the new CEO EA to the company, team, and role expectations. Here’s a quick checklist you can follow:
Provide access to necessary tools, resources, and training for a smooth transition. Assign a mentor or buddy to guide the new hire through their first few weeks and address any questions or concerns.
Step 10: Provide Ongoing Support & Feedback
Schedule weekly check-ins with the CEO EA to provide feedback, guidance, and support. Here’s a sample EA check-in template you can follow:
Encourage open communication and collaboration between the EA and other team members through team-building activities and social outings like lunches and dinners to build strong relationships.
Additionally, you can offer opportunities for professional development and growth to help the EA thrive in their role. Here’s a career path for an EA you can use:
Conclusion
Hiring an executive assistant to the CEO is a big responsibility. You have to select the right candidate to help keep the business running smoothly. Avoid the pitfalls of hiring unqualified candidates by clearly defining your needs and creating a job ad that attracts the right talent.
To streamline your hiring process and ensure a hassle-free experience, partner with Genius. We specialize in finding the best executive assistants for your specific requirements. We conduct thorough screenings and match candidates perfectly to your needs. Our services come with a one-time fee and no hidden charges. Make the smart choice for your company and hire with confidence through Genius.
FAQs
1. What does a CEO want in an executive assistant?
A CEO looks for an executive assistant who is highly organized, proactive, and trustworthy. They value someone who can manage schedules efficiently, handle communications discreetly, and anticipate needs before they arise.
2. Why should you hire an executive assistant?
Hiring an executive assistant can improve productivity and efficiency. An EA handles routine administrative tasks, freeing up time for executives to focus on strategic initiatives.
3. What is the goal of an executive assistant to the CEO?
The main job of a CEO’s executive assistant is to help them work at their best. They manage the CEO’s calendar, coordinate meetings, prepare reports, and act as a liaison between the CEO and other stakeholders.
4. What is the professional summary of executive assistant to CEO?
An executive assistant to the CEO is a highly skilled professional responsible for managing the CEO’s day-to-day administrative needs. They possess exceptional organizational and communication skills, with a strong ability to prioritize tasks and handle confidential information with discretion. Their role involves coordinating complex schedules, facilitating communication between departments, and assisting in strategic planning.
