What is an executive assistant?
An executive assistant is a key support person for a boss. They help the boss make decisions and get things done efficiently. Their job includes managing the boss’s schedule, dealing with other employees or people outside the company, and keeping everything running smoothly.
Duties and responsibilities
Executive assistants have a lot of tasks. They set up meetings, handle emails and calls, and plan travel. They make sure the boss knows what’s urgent and sometimes even handle personal stuff to help the boss focus on work. Besides typical day-to-day tasks, they might help with big projects or sit in on important meetings.
Work environment
They usually work in an office near their boss to talk easily and manage things quickly. Their job requires being good at talking to people and handling busy days. Sometimes, they need to travel with their boss to meetings or events.
Typical work hours
Executive assistants work the same hours as their boss, usually about 40 hours a week. But they need to be flexible. Sometimes, they start early, stay late, or work on weekends to help with important stuff. Their schedule can change a lot because they need to match their boss’s needs.
How to become an executive assistant
Thinking about becoming an executive assistant? This job is perfect for people who are great at organizing, enjoy supporting others, and can handle a fast-paced environment. Here’s a step-by-step guide on how to get started:
Step 1: Finish high school
Start by graduating from high school or getting a GED. Classes like English, math, business, and computers will help you prepare.
Step 2: Maybe go to college
Some jobs want you to have a college degree, but it’s not always needed. Studying things like business or communication can help you understand more about how businesses work.
Step 3: Learn the necessary skills
You’ll need to be good at talking and writing clearly, managing your time, organizing things, and solving problems. Knowing how to use Microsoft Office is a must, and learning other business software is a big plus.
Step 4: Gain some experience
Start out in jobs like being a secretary or an admin assistant. You’ll learn how offices work and what skills you need to support a boss.
Step 5: Think about getting certified
It’s not required, but getting a certification like the Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) shows you know your stuff. These need some work experience and passing a test.
Step 6: Start applying
When you’ve got the right skills and some experience, start looking for executive assistant jobs. Make a good resume and cover letter that show why you’re right for the job. Networking is also important, so try to meet people in the field.
Step 7: Ace the job interview
Get ready for interviews by learning about the companies and understanding the job well. In interviews, show you can handle stress and talk about how you plan to keep getting better at your job. Talk about your skills and experiences that make you a great choice.
How much do executive assistants make?
Compensation for executive assistants varies by experience, industry, education, location, and organization size. Additional factors that impact their pay include the executive’s level of seniority and the complexity of tasks handled.
Highest paying industries
- Securities and Financial Activities: $75,520
- Monetary Authorities: $72,700
- Software Publishers: $70,250
- Computer and Equipment Manufacturing: $70,100
- Scheduled Air Transportation: $69,570
Highest paying states
- New York: $74,100
- Connecticut: $73,500
- New Jersey: $73,230
- California: $71,300
- Massachusetts: $70,410
The average national salary for an Executive Assistant is:
$65,780
Types of executive assistants
- Corporate executive assistant: If you like the idea of working in a busy corporate setting, this might be for you. Corporate executive assistants help top bosses by managing their schedules, handling emails, setting up meetings, and keeping confidential information safe.
- Legal executive assistant: If you’re interested in law, you might enjoy being a legal executive assistant. These assistants help lawyers by scheduling appointments, doing legal research, handling paperwork, and talking with clients.
- Medical executive assistant: In the healthcare world, medical executive assistants are crucial. They help doctors or hospital leaders by organizing their schedules, managing patient info, helping with research, and setting up meetings.
- Non-profit executive assistant: If you want to make a difference, consider being an executive assistant in a non-profit. You’ll help leaders manage their schedules, work with volunteers, organize events, and keep in touch with donors.
- Educational executive assistant: In schools, educational executive assistants support principals or other administrators. They handle schedules, talk with teachers and parents, keep student records, and help organize school events.
Top skills for executive assistants
- Organization and time management: You need to keep everything in order for your boss. That means managing their calendar, setting up meetings, and keeping track of all their tasks and projects.
- Communication skills: Whether talking or writing, you have to be clear and professional. You’ll be the bridge between your boss and other people like coworkers and clients, so knowing how to share information clearly is super important.
- Problem-solving abilities: Things don’t always go as planned. Being able to think on your feet and fix problems quickly is a big part of the job.
- Technical expertise: You’ve got to be comfortable with technology. From sending emails to managing databases and everything in between, knowing your way around computers and different software is a must.
- Tact and diplomacy: Sometimes, you’ll handle private information or deal with sensitive situations. Being discreet and knowing how to handle these moments with care and professionalism is key.
Looking for a new job?
Browse our national database of executive assistant job openings and apply today
Executive assistant career path options
Starting as an executive assistant gives you a strong foundation in handling lots of important tasks like managing schedules, organizing travel, and preparing reports. But what can you do next? Here’s a look at some career moves you might consider:
Move into management
Many assistants grow into management roles within the office. They might become an administrative manager or an office manager, where they lead a team, plan how work is done, and take care of office operations.
Specialized roles
With extra training or certifications, you could move into more specialized jobs. For example, learning about project management could lead you to become a project or program manager. Some even shift into human resources because they know a lot about working with people and building a good team environment.
Business development and operations
If you’re really good at understanding how a business works, you might transition into roles that help the business grow, like business development or operations. These jobs involve making the company run better, saving money, or finding new ways to work.
Becoming a consultant
After lots of experience and exposure to big decisions and planning, some assistants become consultants. They use their skills and knowledge to help other companies be more efficient and effective.
Similar job titles
Position trends and outlook for executive assistants
- Growing importance: While they used to focus mainly on admin tasks, now they’re often involved in big decisions and managing more parts of a business. This change means they need a good grasp of how businesses work.
- Impact of technology: Many everyday tasks are now automated, which lets these assistants focus on bigger things like strategy and helping the business grow. Being good at using digital tools like project management software and video conferencing is more important than ever.
- Skills in demand: The ability to handle lots of tasks at once and make smart choices quickly is highly valued. Executive assistants need to be able to switch gears fast and manage stress well.
Employment projections
The U.S. Bureau of Labor Statistics predicts that the number of jobs for executive assistants might drop by 8% through 2031. This is because some tasks are getting automated. But for those who can adapt and take on new challenges, there will still be opportunities.
Executive assistant career tips
Get in sync with your boss
Every boss has their own style—like when they like to work, how fast they move, and how they make decisions. To be a great assistant, match your work style to theirs. Watch how they work, ask questions, and get feedback often. This makes your teamwork smooth and effective.
Keep secrets well
You’ll know a lot of private stuff about the company. It’s super important to keep that information to yourself. Being known as trustworthy can make you stand out in your job and build a strong relationship with your boss.
Learn to prioritize
You’ll have a lot of things to do, but not all of them are equally important. Figure out what needs your attention right now and what can wait. This helps you manage your boss’s calendar and tasks better.
Network with others
Meeting other professionals can really help you out. They can give advice, share tips, and even help you find resources when you need them. Here are some groups you might think about joining:
- International Association of Administrative Professionals (IAAP)
- American Society of Administrative Professionals (ASAP)
- Executive Assistants Organization (EAO)
Keep learning
Things keep changing—like technology and the way companies work. Stay sharp by joining training sessions, workshops, webinars, and even getting certifications like the CAP from IAAP.
Be a problem solver
A big part of your job is fixing problems quickly. The better you are at finding solutions and learning from each challenge, the more you’ll stand out as an awesome executive assistant.
Where the executive assistant jobs are
Top employers
- Microsoft
- Amazon
- Apple
Top states
- California
- Washington
- New York
- Texas
- Illinois
Top job sites
- zengig
- Indeed
- Monster
- FlexJobs
FAQs
What does an executive assistant do on a typical day?
They manage daily operations, such as setting up meetings, organizing travel arrangements, handling correspondence, and maintaining the executive’s calendar. They may also handle some administrative tasks like managing budgets, preparing reports, and facilitating communication between the executive and other staff members or clients. Every day can look different, as they often need to adapt their duties to the needs of the executive they assist.
What skills are crucial for an executive assistant?
They must have strong organizational and time management skills to manage multiple tasks and responsibilities. They should also have excellent communication skills, both written and verbal, for interacting with clients, staff, and other stakeholders. Proficiency in office software, such as Microsoft Office Suite, is also essential. Lastly, problem-solving skills and the ability to work under pressure are also critical for this role.
What qualifications are needed to become an executive assistant?
Typically, a bachelor’s degree in a relevant field such as business administration is required, although candidates with associate’s degrees may also be considered if they have relevant work experience. Prior experience in lower-level administrative roles can be very beneficial. Some employers may prefer or require candidates to possess certification through an organization like the International Association of Administrative Professionals.
Is the role of an executive assistant challenging?
The role can be challenging, as they often juggle many responsibilities at once and must adapt quickly to changing circumstances. However, many professionals find the work rewarding due to the variety of daily tasks and their critical role in their organization. The success and efficiency of the executive and, by extension, the overall organization often depend on their work.
Can an executive assistant work from home?
Whether they can work from home largely depends on the nature of the duties and the specific company’s policies. Some tasks, such as correspondence, scheduling, and report preparation, can be performed remotely. However, other tasks, such as managing physical documents or coordinating face-to-face meetings, may require a presence in the office. With the rise of digital communication tools, more companies offer flexible work arrangements for this role.
Are there growth opportunities for an executive assistant?
Yes, growth opportunities do exist. With experience, they may be promoted to senior executive assistant positions or executive office managers. Some may transition into human resources or operations roles. Others may be interested in opportunities to work with high-level executives in larger organizations or specific industries that interest them. A lot will depend on the individual’s interests, skills, and career objectives.
Will I need to handle personal tasks for executives as an executive assistant?
The scope of their responsibilities can vary greatly depending on the organization’s culture and the specific executive’s needs. While the primary role is to assist with professional duties, they might be asked to handle personal tasks such as making personal appointments, running errands, or coordinating personal travel. The expectations should be defined during the hiring process to ensure a clear understanding of the role’s responsibilities.
What’s the difference between an executive assistant and a personal assistant?
While both roles involve providing support to another individual, a personal assistant’s duties are often more focused on personal tasks like managing the individual’s personal calendar, scheduling personal appointments, or running personal errands. On the other hand, an executive assistant typically deals with professional tasks, like assisting with business correspondence, setting up meetings, managing the executive’s professional calendar, and coordinating with other staff members. However, the exact distinction can vary between organizations and individuals.
Are communication skills important for an executive assistant?
Yes, strong communication skills are crucial. In addition to frequently interacting with the executive, assistants often liaise with other staff, clients, and stakeholders. They must provide clear, concise, and professional communication both orally and in writing. Good listening skills are key to understanding instructions, feedback, and the concerns or needs of others effectively.
Is flexibility a crucial quality for an executive assistant?
Flexibility is indeed a critical quality. Executives often have shifting schedules and priorities, and their assistants must adjust accordingly. An ability to multitask, adapt to changing circumstances, think on one’s feet, and handle unforeseen issues efficiently are all skills that stem from flexibility. Being flexible also extends to the willingness to take on various tasks, both big and small, to aid the executive.