What Is An Executive Assistant (Salary, Skills, Examples)

executive assistant
Table of Contents
Table of Contents

Yes, you’ve heard that an executive assistant can improve your daily efficiency but you want to know more than that. If you are here to learn how skillfully they handle your tasks and organize your day, you came to the right place.

In this guide, you’ll find all you need to know about executive assistants, whether you’re considering hiring one or choosing the right type for your needs.

Let’s get started. 

What Is an Executive Assistant? A Simple Explanation

executive assistant - What Is an Executive Assistant

An executive assistant helps executives with daily tasks. They make sure that your day runs smoothly and efficiently.

This includes:

  • Receive and respond to emails, calls, and mail: Make sure that you stay connected & informed on crucial matters.
  • Help with projects: Track deadlines, update schedules, & coordinate with other team members.
  • Manage the calendar, meetings, and personal tasks: Free up your time for more urgent tasks & issues in the company.

To handle these tasks well, they should be: 

  • Highly organized
  • Good communicators
  • Skilled at confidentiality
  • Stay ahead and figure out needs before anyone even asks 
  • Problem-solvers 

What is The Most Important Function of an Executive Assistant?

Most executive assistants have their day full of tasks, but their most important functions are:

  • Keep track of your calendar to make sure you attend all meetings and engagements and free you to focus on your core responsibilities, like making key business decisions.
  • Handle your less important tasks so you can focus on big decisions and plans.
  • Take care of administrative tasks to keep things running smoothly in the office.
  • Make sure you have all the information you need for meetings so that you come prepared and informed.

That’s a brief overview of the role. Now you need to understand the different types of executive assistants so that you can choose the best match for your business needs.

6 Main Executive Assistant Types

From the 6 types outlined in the table, identify which feels the right fit for your needs.

Executive Assistant TypeRole Core Responsibilities
1. General Executive AssistantSupports one or more executives with administrative tasks.Calendar management, communications, travel booking.
2. C-Suite Executive AssistantAssists high-level executives like CEOs and CFOs.Complex tasks, strategic planning, high-stakes communication.
3. Personal Executive AssistantBalances professional support with handling personal aspects of an executive’s life.Scheduling, personal errands, family arrangements.
4. Specialized Executive AssistantSupports executives in specialized sectors like legal or medical.Industry-specific tasks like legal prep or medical terms.
5. Virtual Executive AssistantOperates from a remote location, providing administrative support digitally.Email, online meetings, digital management.
6. Project Management Executive AssistantFocuses on overseeing specific projects, making sure they align with executive goals.Project planning, timeline, budget management.

3 Executive Assistant Job Description Examples

To help you define the role of executive assistants clearly and attract the right candidates for the position, here 3 ways you can create your job description:

Formal Executive Assistant Job Description

A formal executive assistant job description is straightforward. It sticks to the usual corporate standards and values and clearly outlines the responsibilities and skills required for the role. 

This type makes it easy for candidates to understand what is expected. The description follows conventional standards in writing a job description, making sure that all duties and requirements are structured well and look professional.

executive assistant - Formal Executive Assistant Job Description

Creative Executive Assistant Job Description

A creative executive assistant job description uses more relaxed and informal language. It reflects a positive work environment where creativity and fresh ideas are encouraged. 

This job description type appeals to candidates who are comfortable with a less structured approach to daily tasks and challenges. With it, candidates understand the unique skills expected in a user-friendly layout. It makes it easy for creative minds to know how they can contribute and thrive in the role.

executive assistant - Creative Executive Assistant Job Description

Results-Oriented Executive Assistant Job Description

A results-oriented executive assistant job description focuses on the expected outcomes of the role. It discusses responsibilities and skills with the results assistants need to achieve. 

The language used is clear and targeted. It is structured to show how each task contributes to the business goals, encouraging applications from highly motivated and goal-oriented professionals. 

executive assistant - Results-Oriented Executive Assistant Job Description

How Much Does an Executive Assistant Earn?

Make sure your salary offer is competitive and attracts the best candidates. Here are ideas of what Executive Assistants earn from 3 perspectives: location, experience, and industry. This will help you decide how much to offer your candidates.

1. Annual Salary by Location

LocationSalary Range
US$45,000 – $65,000
Latin America$20,000 – $40,000
Europe$35,000 – $55,000
Asia$25,000 – $45,000

Takeaway: For cost-effective solutions, hire an executive assistant from Asia to save 80% compared to the costs in the US. This helps you maximize your budget without compromising on skill. 

Consider partnering with dedicated headhunter agencies with a proven track record in hiring top talents. We at Genius, can connect you with the top 1% of global tech talent. We vet and recommend the best-fit candidates for you, you make the final say on who to hire. 

2. Annual Salary by Experience

Experience LevelAnnual Salary Range
Entry-Level$30,000 – $40,000
Mid-Career$45,000 – $60,000
Senior Executive Assistant$65,000 – $85,000

Takeaway: Hire a senior executive assistant, if you need experienced decision-makers. But if you just need help with everyday office tasks, hire an entry-level assistant to save you more than 50% in costs.

3. Annual Salary by Industry

IndustryAnnual Salary Range
Finance$60,000 – $80,000
Technology$55,000 – $75,000
Healthcare$45,000 – $65,000
Government$40,000 – $60,000
Non-Profit$35,000 – $50,000

Takeaway: Executive assistants in finance and tech usually earn higher salaries because these fields are more complex and demanding. If your business is in these industries, expect candidates to ask for higher-than-average pay rates.

Core Skills Every Executive Assistant Should Have

After choosing the right type of executive assistant, here is the list of skills you should look for when considering candidates.

1. General Executive Assistant

Soft SkillsHard Skills
Time managementProficiency in Microsoft Office & Google Workspace
AdaptabilityCalendar management
Effective communicationBasic bookkeeping
Problem-solvingData entry
DiscretionBasic financial management

Takeaway: A general executive assistant is like the backbone of the office, keeping calendars in check, sorting out emails, and making sure all the paperwork is spot on. They are excellent at juggling different tasks and keeping things confidential

2. C-Suite Executive Assistant

Soft SkillsHard Skills
Advanced communicationExpertise in high-level executive scheduling
Strategic problem-solvingManagement of confidential documents
Exceptional time managementAdvanced travel coordination
High-level organizational skillsExpert meeting and event planning
Discretion and confidentialityProficiency in advanced office software

Takeaway: A C-Suite executive assistant is your right hand in the executive world, handling everything from high-end meeting planning to managing your travel schedules. They are reliable at keeping secrets safe and making sure everything runs like clockwork.

3. Personal Executive Assistant

Soft SkillsHard Skills
Excellent communicationCalendar and personal schedule management
Discretion and confidentialityHandling personal correspondence
Strong organizational skillsTravel planning and coordination
Empathy and understandingBudget management for personal expenses
Flexibility and adaptabilityProficiency in personal accounting software

Takeaway: A personal executive assistant is your go-to for managing all the details of your personal life. From juggling your appointments to planning your travel and looking after your expenses, they do it all with a touch of empathy and a lot of discretion.

4. Specialized Executive Assistant

Soft SkillsHard Skills
Advanced communication skillsSpecialized knowledge in a specific industry (e.g., legal, medical, technology)
Critical thinkingTechnical writing and reporting
Decision-making abilitiesAdvanced project management skills
High-level problem-solvingUse of specialized software and tools
Discretion and confidentialityData analysis and interpretation

Takeaway: Specialized executive assistants take on complex tasks that aren’t just regular office work. Whether it’s crunching data, managing detailed projects, or writing up technical reports, they have the skills and the know-how to keep things moving smoothly in specialized areas.

5. Virtual Executive Assistant

Soft SkillsHard Skills
Advanced communication skillsSpecialized knowledge in a specific industry (e.g., legal, medical, technology)
Critical thinkingTechnical writing and reporting
Decision-making abilitiesAdvanced project management skills
High-level problem-solvingUse of specialized software and tools
Discretion and confidentialityData analysis and interpretation

Takeaway: Think of a virtual executive assistant as your remote right hand. They manage communications, organize digital files, and keep your schedule tight from anywhere. Their sharp skills in using specialized software and tools help keep your business running smoothly.

6. Project Management Executive Assistant

Soft SkillsHard Skills
Exceptional communicationProject planning and management tools (e.g., Asana, Trello, Microsoft Project)
Leadership and teamworkBudget tracking and financial forecasting
Problem-solvingRisk assessment and management
Decision-making abilitiesProficiency in data analysis and presentation tools (e.g., Excel, PowerPoint)
Attention to detailReporting and documentation skills

Takeaway: A project management executive assistant is like the control center for your big projects. They use their exceptional communication skills and leadership to manage timelines and teams efficiently. Using Asana or Trello, they keep everything from budget tracking to risk management neatly in line.

Executive assistants can sharpen these skills with experience and by enrolling in project management courses from PMI, or Microsoft Office tutorials on LinkedIn Learning. 

Industry-Specific Examples of Executive Assistant Roles

If you’re still on the fence about what type of EA to hire, this section will help you figure it out.

Finance

Most Appropriate EA Type: C-Suite Executive Assistant

Core Responsibilities: C-Suite Executive Assistants in finance manage sensitive financial documents, coordinate high-level meetings and strategy sessions, and help with financial reports and regulatory compliance requirements. They make sure the financial documents are correct and readily accessible for audits and reviews.

Skills Needed: High level of discretion, attention to detail, proficiency in financial software, and a strong understanding of financial terms and processes so they can support executive decisions.

Technology

Most Appropriate EA Type: Project Management Executive Assistant

Core Responsibilities: In technology, Project Management Executive Assistants organize schedules, connect project teams with executives, and handle the details for product launches and tech events. They make sure project tasks are completed on time and that the tech team’s work meets what the executives expect.

Skills Needed: Technical understanding of the industry, advanced project management skills, ability to adapt quickly to fast-changing tech environments, and effective communication with both tech and non-tech team members.

Healthcare

Most Appropriate EA Type: Specialized Executive Assistant

Core Responsibilities: Specialized Executive Assistants in healthcare manage schedules in fast-paced environments, handle confidential medical documents, and connect medical staff with administrative teams to coordinate activities. They help improve communication across various levels to keep everything in line with healthcare regulations and make sure patient details are kept confidential. 

Skills Needed: Knowledge of medical terminology, exceptional organizational abilities, and a strong capacity for managing sensitive information with utmost confidentiality and precision.

Government

Most Appropriate EA Type: General Executive Assistant

Core Responsibilities: General Executive Assistants in government settings schedule appointments for public officials, prepare briefs for legislative sessions, and manage communication between the office and the people or groups that the office serves or represents. They organize and prioritize daily tasks and communications to make sure public service commitments are met efficiently.

Skills Needed: Excellent writing skills for clear and effective communication, deep understanding of governmental processes, and strong organizational skills to handle multiple tasks and information efficiently.

Non-Profit

Most Appropriate EA Type: Personal Executive Assistant

Core Responsibilities: Personal Executive Assistants in non-profits balance professional and personal scheduling for executives, organize fundraising events, and manage communications with donors and volunteers. They make sure that executive activities align with the organization’s mission and help optimize outreach and fundraising efforts.

Skills Needed: Flexible to handle varied tasks, strong event planning and execution skills, ability to multitask effectively, and interpersonal skills to connect with a wide range of different people.

Education

Most Appropriate EA Type: Virtual Executive Assistant

Core Responsibilities: Virtual Executive Assistants in education coordinate online educational programs, schedule meetings and academic events for leaders, and manage departmental communications. They facilitate the interaction between faculty, students, and administration in a virtual setting.

Skills Needed: Expertise in virtual meeting platforms and online management systems, strong time management skills, and previous experience in educational administration.

How to Become an Executive Assistant

This is a bonus section we included for those who want to start a career as an EA. If you’re a business owner and you have a trusted employee who you want to transition into an EA, this can help you too.

executive assistant - how to become an executive assistant

1. Take Advanced Microsoft Office Courses

Sign up for specialized courses in Excel, PowerPoint, and Outlook through platforms like LinkedIn Learning or Coursera. These programs help executive assistants organize data, create presentations, and manage communications. 

For example, take a course on “Advanced Excel Formulas and Functions” to improve your ability to streamline office processes and perform data analysis.

2. Practice Calendar Management & Event Planning

Learn to manage schedules effectively using Calendly or Microsoft Bookings. Volunteer to organize the calendar and coordinate events for a local nonprofit organization. This hands-on practice will help you master managing daily schedules and large-scale events.

3. Study Information Security & Professional Ethics

Enroll in courses that cover professional ethics and information security to learn how to handle confidential information correctly. Consider getting a certification like the Certified Information Privacy Professional (CIPP). 

To put your knowledge into practice, manage sensitive information in a role that involves HR record-keeping at a small firm to experience how personal data is treated with care.

4. Gain Experience in Administrative Roles

Start with entry-level clerical or administrative positions like a receptionist or administrative assistant. Learn how to manage communications, schedule meetings, and handle documents which are the core duties in any office setting. 

Working in these roles will help you familiarize the day-to-day operations and responsibilities an executive support typically handles and build your competence and make you more confident in the field.

10 Executive Assistant Questions You Need To Prepare For

If you’ve decided to hire an executive assistant or are planning to apply for a role, familiarize these interview questions to guide you. 

1. Can you describe your experience with Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook?

executive assistant - Can you describe your experience with Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook

2. How have you used project management tools in the past to organize and track tasks?

executive assistant - How have you used project management tools in the past to organize and track tasks

3. What types of scheduling software or tools are you most familiar with?

executive assistant - What types of scheduling software or tools are you most familiar with

4. Can you share an example of a complex project or task you managed using these tools?

executive assistant - Can you share an example of a complex project or task you managed using these tools

5. How comfortable are you with handling confidential information and data?

executive assistant - How comfortable are you with handling confidential information and data

6. Can you describe a situation where you had to use your problem-solving skills to troubleshoot a technical issue?

executive assistant - Can you describe a situation where you had to use your problem-solving skills to troubleshoot a technical issue

7. What types of data analysis have you conducted in your previous roles?

executive assistant - What types of data analysis have you conducted in your previous roles

8. How familiar are you with CRM systems and can you provide examples of how you’ve used them?

executive assistant - How familiar are you with CRM systems and can you provide examples of how you've used them

9. Can you describe your experience with travel planning and coordination, including use of any specific software or tools?

executive assistant - Can you describe your experience with travel planning and coordination, including use of any specific software or tools

10. What is your experience with conducting online research and compiling data for reports?

executive assistant - What is your experience with conducting online research and compiling data for reports

If you want more questions to practice with, check out our interview questions guide

Conclusion

You can only do so much in a day. If you are spread too thin, you can’t handle the crucial decision-making aspects of your business. So now ask yourself: What tasks can I offload so I can focus on my business’s core? It will need a bit of trust-building at the get-go but as you collaborate more, you’ll realize how much you can do with an extra pair of hands and eyes to handle tasks for you.

Here is where you can help. Genius will help you find top-tier EAs screened in a thorough vetting process to find the best match for your business needs. We give you the best options, you make the final decision. Check out Genius now.

FAQs

1. Is an executive assistant a high position?

Yes, an executive assistant holds a high position. They provide support to top executives and often handle complex responsibilities. This role requires strong organizational skills and discretion.

2. Is an executive assistant a secretary?

No, an executive assistant is not just a secretary. They perform higher-level tasks and often help make business decisions alongside executives. They handle more responsibilities than typical secretarial duties.

3. What is the difference between an executive assistant vs administrative assistant?

The difference between an executive assistant and an administrative assistant lies in their level of responsibility. Executive assistants support senior executives and have more influence in decision-making, while administrative assistants handle more general office tasks.

4. Is an executive assistant a manager?

Yes, an executive assistant can be considered a manager. They often manage the executive’s schedule, oversee projects, and sometimes supervise other staff. Their role helps executives manage their responsibilities effectively.

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IG Rosales
Genius' Head of Content, shaping HR narratives for 10+ years. Her secret weapons? A keen eye for talent (hired through Genius, of course) and a relentless quest for the perfect coffee.

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