Exceptional executive assistants are built, not born. So if you’re new to the role and curious about how to become an executive assistant, you’ve landed on the right page.
We’ve created an easy-to-follow guide to help you with your EA application, interview process, and getting started on your first day. We’ll cover what EAs typically do, tips for excelling in the role, and what you can expect in terms of salary.
What Does An Executive Assistant Do?
An executive assistant plays an important role in supporting top-level executives. They manage schedules, handle communications, coordinate meetings, and handle administrative tasks to ensure smooth operations. Beyond administrative duties, they manage access to the executive and handle sensitive information with discretion.
For this role, you need strong organizational skills, attention to detail, and the ability to prioritize effectively. Executive assistants act as liaisons, ensuring efficient communication within the organization and with external parties.
EA Job Description
To understand what companies look for in an EA, check out this sample job description:
As you can see, an executive assistant is expected to:
- Provide high-level administrative support
- Manage calendars
- Prepare documents
- Keep records
- Prepare for meetings
- Arrange travel
To excel in this role, you should have:
- A degree in Business Administration
- Exceptional organizational and communication skills
- Proficiency in MS Office
- Ability to work under pressure
- Maintain discretion
Step-by-Step Guide To Kickstart Your Career As An Executive Assistant
If you’re ready to start your career as an EA, here are 8 easy-to-follow steps that are guaranteed to deliver results:
Step 1: Understand Your Role As An EA
Research and familiarize yourself with what an executive assistant does.
How to Do It:
- Read job descriptions on sites like Indeed, LinkedIn, or different company career pages.
- Note down the common tasks and responsibilities mentioned.
- Watch YouTube videos or read blogs by current executive assistants to get real-life insights.
Step 2: Develop Essential Skills
Build the skills needed for the role.
How to Do It:
- Practice clear and professional communication by writing emails, making phone calls, and engaging in public speaking or presentations.
- Start using planners or digital tools like Google Calendar and Trello to manage your daily tasks and deadlines.
- Set up a daily schedule, prioritize tasks, and stick to deadlines. Use techniques like the Pomodoro method to stay focused.
Step 3: Gain Relevant Education and Certifications
Get education and certifications that improve your skills.
How to Do It:
- Enroll in online courses related to business administration, office management, or executive assistance on platforms like Coursera or Udemy.
- Consider obtaining certifications like the Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE).
- Check out community colleges or adult education programs for relevant coursework.
Step 4: Acquire Practical Experience
Gain hands-on experience through various opportunities.
How to Do It:
- Volunteer for administrative roles in local non-profits, community organizations, or clubs. This can include managing events, handling correspondence, or organizing files.
- Look for internships or part-time jobs in administrative support roles to build your resume.
- Offer to help friends or family with administrative tasks, like managing schedules or organizing documents, to get practical experience.
Step 5: Build a Strong Resume and Cover Letter
Create a professional resume and cover letter that highlights your skills and experiences.
How to Do It:
- Use a clean, simple format for your resume. Focus on your relevant skills, education or certifications, and practical experiences.
- Match your resume for each job application by highlighting the most relevant skills and experiences.
- Write a cover letter that explains why you want to be an executive assistant, how your skills and experiences make you a great fit, and express your enthusiasm for the role.
Here are sample cover letter and resume to get you started:
| Executive Assistant Cover Letter Sample Your Name Date: Your Contact Information (Phone Number & Email Address) Hiring Manager Name (if available) Title Company Name Company Address Dear [Hiring Manager Name], I am writing to express my keen interest in the Entry-Level Executive Assistant position advertised on [Platform where you saw the ad]. As a highly motivated and organized individual with a strong academic background in [Your degree] (or relevant skills), I am confident that I possess the necessary skills and eagerness to learn to excel in this role and become a valuable asset to your team. While I may not have direct experience in an executive assistant role, my [Previous experience/skills] have equipped me with a transferable skillset that aligns perfectly with the requirements outlined in the job description. – Strong Organizational Skills: Throughout my [Previous experience/Education], I have consistently demonstrated exceptional organizational abilities. In [Specific example of how you demonstrated your skills], I [Specific action you took and the positive outcome]. – Proactive and Detail-Oriented: I possess a meticulous eye for detail and a proactive approach to tasks. I am confident in my ability to manage multiple priorities efficiently, anticipate needs, and ensure all tasks are completed to a high standard. – Excellent Communication Skills: I am a confident communicator with strong written and verbal skills. I am comfortable interacting with individuals at all levels and am adept at conveying information clearly and concisely. – Quick Learner and Eager to Contribute: I am a fast learner with a genuine enthusiasm for learning new things. I am eager to contribute to a fast-paced environment and am confident that I can quickly grasp the intricacies of this role and become a reliable and dependable support system for the executive team. I am proficient in [List relevant software programs (e.g., Microsoft Office Suite, project management software)]. I am a highly motivated individual with a positive attitude and a strong work ethic. I am confident that I can quickly adapt to the demands of this position and become a valuable asset to your team. Thank you for your time and consideration. I have attached my resume for your review and welcome the opportunity to discuss my qualifications further in an interview. Sincerely, Your Name |
| Resume for Entry-Level Executive Assistant [Your Name] [Phone Number] | [Email Address] | [LinkedIn Profile URL] Summary Highly motivated and organized individual with a strong desire to learn and excel in a fast-paced environment. Eager to leverage excellent communication, time management, and problem-solving skills to provide exceptional support to a busy executive. Skills – Communication: Excellent written and verbal communication skills. Proficient in crafting clear, concise, and professional emails and correspondence. – Organization: Highly organized and detail-oriented with a proven ability to manage multiple tasks simultaneously and prioritize effectively. – Time Management: Adept at creating and adhering to schedules, meeting deadlines consistently, and anticipating needs. – Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and eager to learn new software programs. – Discretion: Understands the importance of confidentiality and maintains a professional demeanor at all times. – Initiative: Proactive and resourceful with a strong desire to take ownership of tasks and contribute to a smooth workflow. Education – [University Name], [City, State] – [Degree Name], [Expected Graduation Date] (or Graduation Date) – Relevant Coursework: [List any coursework relevant to the role, e.g., Business Administration, Communication Skills, Project Management] Volunteer Experience (or Other Relevant Experience) – [Organization Name], [City, State] | [Month, Year] – [Month, Year] – [Volunteer Title/Project Name] (if applicable) – Highlight relevant skills used during your volunteer experience (e.g., managed schedules for team events, maintained databases, communicated with donors) Projects – [Project Name] | [Month, Year] – [Month, Year] (or Ongoing) – Briefly describe a relevant project you undertook (e.g., group project in school, personal project demonstrating planning and execution skills) – Focus on showcasing skills like organization, communication, or problem-solving applied during the project Additional Information – Bilingual: [Language 1] and [Language 2] (if applicable) – Strong work ethic and ability to adapt to a fast-paced environment – Excellent interpersonal skills and ability to build rapport with diverse individuals |
Step 6: Network and Seek Job Opportunities
Connect with professionals and search for job openings.
How to Do It:
- Join professional networks and groups, both online (LinkedIn, Facebook groups) and offline (local business or professional associations).
- Attend industry events, webinars, and workshops to meet professionals and learn about job opportunities.
- Regularly check job boards and company websites for openings. Apply to positions that align with your skills and career goals.
Step 7: Prepare for Interviews
Get ready to impress potential employers during interviews.
How to Do It:
- Research common interview questions for executive assistant roles and practice your responses.
- Prepare examples from your experiences that show your skills, like managing a project or handling a difficult situation.
- Dress professionally, arrive on time, and bring extra copies of your resume. During the interview, be polite and confident, and show your enthusiasm for the role.
Here are 5 common questions you can expect along with their sample answers:
Q1: Can you describe a situation where you successfully managed multiple tasks under tight deadlines?
In my previous role at a retail store, I often juggled customer inquiries, inventory updates, and cashier duties during peak hours. I prioritized tasks by identifying urgent customer needs first, and ensuring timely responses while managing stock updates in between transactions.
This experience taught me the importance of staying organized and calm under pressure, which I believe is crucial for handling multiple tasks effectively.
Q2: How do you prioritize tasks when faced with conflicting demands from different executives?
When faced with conflicting demands, I start by assessing deadlines and the importance of each task. I communicate with executives to understand their priorities and expectations. If needed, I negotiate deadlines or delegate less critical tasks to ensure I meet key objectives.
For example, in my internship, I managed scheduling for multiple managers by proactively planning meetings and adjusting schedules based on urgency, ensuring all commitments were met without compromising quality.
Q3: How do you handle confidential information and ensure discretion in your work?
I understand the sensitivity of handling confidential information and prioritize discretion in all aspects of my work. In my previous role as a receptionist, I managed sensitive client data and ensured its confidentiality by strictly following company protocols. I maintained secure filing systems and used encrypted communication channels for sensitive discussions.
For instance, I implemented strict access controls and confidentiality agreements to safeguard sensitive financial information, ensuring compliance with privacy laws and building trust with clients and colleagues.
Q4: Can you share an example of a time when you demonstrated strong communication skills in a professional setting?
In my previous role at a nonprofit organization, I regularly communicated with donors and stakeholders through emails, phone calls, and in-person meetings. One notable instance was when I coordinated a fundraising event, where clear communication with volunteers and participants was key to its success.
I kept everyone informed about their roles and responsibilities, resolving any misunderstandings promptly. This experience taught me the importance of clarity and empathy in communication, ensuring that everyone involved feels valued and informed.
Q5: What steps would you take to familiarize yourself with the preferences and priorities of the executive you’ll be supporting?
If I were to support an executive, I would begin by researching their professional background and reviewing any available documentation about their priorities and preferences. I would schedule an initial meeting to introduce myself and discuss their expectations. During this meeting, I would ask specific questions about their work style, preferred communication methods, and key priorities.
For example, in my internship, I supported a department head by researching industry trends and organizing meetings according to his preferences, which helped me quickly adapt to his workflow and ensure efficient support.
Step 8: Continuously Learn and Improve
Keep growing your skills and knowledge even after landing a job.
How to Do It:
- Regularly request feedback from supervisors and colleagues. Schedule one-on-one meetings to discuss your performance and areas for improvement. Tools like Google Forms or SurveyMonkey can help gather structured feedback anonymously.
- Subscribe to industry newsletters, attend webinars, and join professional networks like LinkedIn groups related to administrative roles. Tools such as Feedly can aggregate news from various sources, keeping you informed.
- Enroll in online courses or attend workshops relevant to administrative skills. Platforms like Coursera or LinkedIn Learning offer courses tailored to executive development. Additionally, consider joining professional associations that offer training programs and certifications.
Job Search & Application Best Practices To Land Your First Executive Assistant Job
To ensure you ace your interview and land that job as an EA, follow these effective practices:
1. Find EA Job Openings on Trusted Platforms
Search for EA job openings on trusted platforms to ensure you find the best matches for your skills and career goals. Partner with Genius to connect with leading companies that value top-notch talent. Genius offers a seamless experience, helping you find excellent job opportunities without the hassle.
2. Stand Out with a Strong Resume in Application
Highlight your skills like organization, communication, and time management on your resume and cover letter to show you can handle EA tasks well. Use keywords from job descriptions to help your application get past applicant tracking systems (ATS), making it more likely for hiring managers to see it.
Add relevant accomplishments, even from internships or volunteer work, showing your real-world experience and ability to get things done. This makes your application more appealing and aligned with what employers want and increases your chances of getting the EA job.
3. Show Your Enthusiasm: Follow Up on Your Job Application
Take action to stand out by following up on your job application. Send a polite and professional email to the hiring manager a week after submitting your application to express your continued interest in the position.
Mention specific aspects of the job that excite you and briefly remind them of your qualifications. This proactive step shows your enthusiasm and dedication, increasing your chances of getting noticed. Here’s a sample follow-up email you can use:
| Subject: Checking In on My Application Hi [Hiring Manager’s Name], I hope this message finds you well. I wanted to touch base regarding my recent application for the Executive Assistant position at [Company Name]. I’m very excited about the opportunity to contribute to your team and wanted to inquire if there’s been any update on the hiring process. Looking forward to hearing from you. Best regards, [Your Full Name] [Your Contact Information] |
4. First Impressions Matter
Dress appropriately for interviews and professional meetings to create a strong first impression and show that you take the opportunity seriously. Be punctual to demonstrate reliability and respect for others’ time.
Additionally, maintain positive body language like good posture and eye contact to show confidence and engagement. Be polite to everyone you meet, from receptionists to executives, reflecting your interpersonal skills and professionalism.
5. Stay Connected
Send a thank-you email after interviews and follow up if you haven’t heard back to show professionalism and keep yourself top of mind with potential employers. Stay in touch with former colleagues and professional contacts who can provide valuable references for recruiters.
Additionally, employers often check social media accounts, so keep your LinkedIn profile and resume updated with new skills and experiences. This will showcase your continuous growth and readiness for new opportunities, making you a more attractive candidate to employers.
EA Salary Guide
When it comes to salaries, experience, industry, location, and company size all play a role. Below, we’ve listed the average executive assistant salaries based on different factors:
1. Experience Level
| Experience Level | Average Annual Salary ($) |
| Entry-Level (0-2 years) | $45,000 |
| Mid-Level (3-5 years) | $55,000 |
| Senior-Level (6-10 years) | $65,000 |
| Executive-Level (10+ years) | $75,000 |
2. By Industry
| Industry | Average Annual Salary ($) |
| Technology | $70,000 |
| Finance | $68,000 |
| Healthcare | $60,000 |
| Legal | $75,000 |
| Marketing and Advertising | $58,000 |
3. By Location
| Location | Average Annual Salary ($) |
| New York, NY | $80,000 |
| San Francisco, CA | $85,000 |
| Chicago, IL | $65,000 |
| Dallas, TX | $60,000 |
| Miami, FL | $55,000 |
4. By Company Size
| Company Size | Average Annual Salary ($) |
| Small (1-50 employees) | $50,000 |
| Medium (51-200 employees) | $60,000 |
| Large (201-500 employees) | $70,000 |
| Enterprise (500+ employees) | $80,000 |
5. Additional Compensation
| Compensation Type | Average Annual Salary ($) |
| Bonuses | $5,000 |
| Profit Sharing | $3,000 |
| Stock Options | $2,500 |
| Overtime Pay | $4,000 |
Conclusion
Becoming an executive assistant is a journey, but with the right research and preparation, you can become the best candidate. Start working on your skills now, so that when you apply, you stand out from the crowd. Partner with HR platforms like Genius to find the best career opportunities and take your EA career to the next level.
FAQs
1. Can anybody be an executive assistant?
While anyone can pursue a career as an executive assistant, you need exceptional organizational skills, strong communication abilities, attention to detail, and the capacity to work under pressure to succeed in this role.
2. What are the top 3 skills of an executive assistant?
The top 3 skills of an executive assistant are:
- Organizational Skills: Manage multiple tasks, prioritize effectively, and maintain a structured workflow.
- Communication Skills: Strong written and verbal communication skills for interacting with executives and stakeholders.
- Technical Proficiency: Proficient in MS Office and Google Workspace to create reports, prepare and deliver presentations, and manage data efficiently.
3. How to get EA experience?
To gain executive assistant (EA) experience, start by seeking entry-level administrative roles where you can learn organizational skills and office procedures. Volunteer for tasks that involve scheduling, document management, and supporting senior staff. Take advantage of any training opportunities and seek mentors in your field.
4. What is the minimum age for EA?
There isn’t a strict minimum age for an executive assistant role as it varies by company and jurisdiction. Generally, candidates are expected to be at least 18 years old because of legal employment requirements, but some positions may require more experience or specific qualifications regardless of age.
