Hiring an Executive Assistant (EA) is more than filling a support role; it’s about finding a strategic partner for your leadership. A great EA acts as a force multiplier, protecting an executive’s time, anticipating needs, and ensuring they can focus on high-impact work. But attracting this caliber of professional requires a job description that truly reflects the strategic importance of the role.
The challenge is that many EA job descriptions are outdated, focusing only on tactical tasks. This fails to attract the proactive, business-minded individuals who define the modern EA role. To find a true partner, your job description must be precise and compelling. This guide provides the tools to craft that description, including key duties, salary insights, a smarter way to hire, and a full set of specialized templates.
What are the duties of an executive assistant?
An Executive Assistant is the strategic right hand to a senior leader. Their role goes far beyond traditional administrative tasks, encompassing complex project management, communication, and gatekeeping. They are the trusted confidant who ensures the executive’s office runs with seamless efficiency.
The core duties of an EA are centered on maximizing an executive’s effectiveness:
- Complex Calendar Management: Strategically managing an executive’s calendar to align with priorities, scheduling meetings, and resolving conflicts across multiple time zones.
- Inbox and Communication Management: Screening, prioritizing, and often responding to emails and other communications on behalf of the executive.
- Meeting and Event Coordination: Preparing agendas, taking minutes, tracking action items, and coordinating all logistics for meetings, board meetings, and corporate events.
- Travel and Itinerary Planning: Arranging complex domestic and international travel, including flights, accommodations, and detailed itineraries.
- Information Gatekeeping: Acting as the primary point of contact for an executive, professionally handling inquiries from both internal and external stakeholders.
- Special Project Management: Leading and supporting special projects, conducting research, and preparing presentations or reports.
3 Important Skills of an Executive Assistant
While a long list of skills is necessary, three stand out as non-negotiable for a top-tier EA. These are the abilities that separate a good assistant from a truly indispensable strategic partner.
- Unwavering Discretion: EAs are privy to the most sensitive information in a company, from strategic plans to personal matters. The ability to handle confidential information with absolute integrity and trustworthiness is the bedrock of the role. Without it, the necessary level of trust cannot be built.
- Proactive Problem-Solving: A great EA doesn’t wait to be told what to do. They anticipate needs, identify potential conflicts before they arise, and independently find solutions. They see a problem with a travel itinerary and fix it before the executive is even aware. This forward-thinking approach is what truly saves an executive’s time and mental energy.
- Exceptional Emotional Intelligence: EAs must navigate complex relationships with skill and diplomacy. They interact with the board of directors, key clients, and all levels of internal staff. The ability to understand motivations, manage personalities, and communicate effectively with diverse groups is crucial for representing the executive and the company professionally.
Executive Assistant Salary
The salary for an Executive Assistant reflects their critical role supporting senior leadership. Compensation is heavily influenced by the level of the executive they support, industry, location, and years of experience.
Based on 2024 data for traditional hires in the United States, here is a general breakdown:
- Executive Assistant to a Director/VP: $75,000 to $110,000 per year.
- Executive Assistant to a C-Suite Executive (CEO, CFO, etc.): $110,000 to $160,000+ per year.
- Senior or Chief Executive Assistant: $150,000 to $200,000+ per year, often with bonus potential.
These figures do not account for the significant overhead costs of benefits, payroll taxes, and recruiting, which can increase the total cost to an employer by 30% or more.
A Smarter Hiring Model: The Global Talent Advantage
The cost of hiring a top-tier EA in a major US city can be prohibitive. But what if you could access a global pool of highly skilled, pre-vetted executive assistants for a fraction of that price? By hiring a remote EA, you can secure world-class support without the associated overhead.
Let’s compare the costs for a C-Suite Executive Assistant:
With a global talent network, you can hire a dedicated, full-time EA for as little as $2,000 a month. This unlocks staggering savings of over $150,000 per year, allowing you to invest in a strategic partner who provides immense value without breaking your budget.
C-Suite Executive Assistant Job Description Template
Job Title: C-Suite Executive Assistant (to the CEO)
Job Summary:
We are seeking a highly experienced and professional Executive Assistant to serve as the strategic partner to our Chief Executive Officer. You will be responsible for ensuring the CEO’s time is maximized and their office operates with flawless efficiency. This role requires exceptional judgment, a high degree of proactivity, and the ability to operate at the highest levels of the organization with absolute discretion.
Responsibilities:
- Act as the primary gatekeeper and point of contact for the CEO.
- Manage an extremely active calendar of appointments, ensuring it aligns with strategic priorities.
- Arrange complex international and domestic travel, including detailed itineraries and agendas.
- Prepare materials for board meetings, including presentations, reports, and minutes.
- Manage confidential correspondence and communicate on behalf of the CEO.
- Lead and execute special projects as directed by the CEO.
Qualifications:
- 10+ years of experience supporting a C-level executive, preferably a CEO.
- Proven ability to handle confidential information with the utmost discretion.
- Exceptional organizational skills and an expert in proactive problem-solving.
- Outstanding interpersonal and communication skills.
- Expert proficiency in Microsoft Office Suite and Google Workspace.
- Bachelor’s degree is required.
Senior Executive Assistant Job Description Template
Job Title: Senior Executive Assistant
Job Summary:
We are looking for a seasoned Senior Executive Assistant to support multiple executives on our leadership team. In this role, you will be a central pillar of our administrative function, responsible for complex scheduling, project coordination, and high-level support. The ideal candidate is a master of multitasking and can seamlessly shift priorities in a fast-paced environment.
Responsibilities:
- Provide high-level administrative support to two or more senior executives.
- Coordinate complex meeting schedules and manage inter-departmental calendars.
- Plan and execute team off-sites, events, and all-hands meetings.
- Prepare and track expense reports and manage administrative budgets.
- Serve as a mentor to other administrative staff within the organization.
- Develop and maintain efficient administrative processes and systems.
Qualifications:
- 7+ years of experience in an executive support role.
- Experience supporting multiple executives simultaneously is highly preferred.
- Strong project management and event planning skills.
- Excellent ability to work under pressure and adapt to changing priorities.
- A collaborative mindset with proven leadership and mentoring abilities.
Legal Executive Assistant Job Description Template
Job Title: Legal Executive Assistant
Job Summary:
Our law firm is seeking a meticulous and professional Legal Executive Assistant to support our Managing Partner. You will be responsible for managing a complex legal calendar, preparing legal documents, and handling confidential client communications. This role requires a deep understanding of legal procedures and a commitment to the highest standards of accuracy and confidentiality.
Responsibilities:
- Manage the partner’s calendar, including court dates, depositions, and client meetings.
- Prepare, proofread, and format legal documents, correspondence, and pleadings.
- Handle client intake and maintain organized digital and physical case files.
- Coordinate travel arrangements and process expense reports.
- Liaise with clients, court personnel, and opposing counsel with professionalism.
- Assist with time entry and billing processes.
Qualifications:
- 5+ years of experience as a Legal Assistant or Legal EA.
- Thorough knowledge of legal terminology, procedures, and court systems.
- Proficiency with legal software (e.g., Clio, MyCase) and Microsoft Office.
- Exceptional attention to detail and proofreading skills.
- A high degree of discretion when handling sensitive client information.
Virtual Executive Assistant Job Description Template
Job Title: Virtual Executive Assistant
Job Summary:
We are looking for a tech-savvy and self-motivated Virtual Executive Assistant to provide remote administrative support to our founder. You will manage all aspects of the founder’s professional life from your remote office, ensuring they are organized and productive. The ideal candidate is a master of remote collaboration tools and an expert in time management.
Responsibilities:
- Manage email inbox and calendar remotely, ensuring timely responses and scheduling.
- Coordinate and schedule virtual meetings across multiple time zones using tools like Zoom and Google Meet.
- Conduct online research and compile information for various projects.
- Manage digital files and cloud storage systems (e.g., Google Drive, Dropbox).
- Perform online bookkeeping and manage digital expense tracking.
- Handle various personal and professional errands that can be completed online.
Qualifications:
- Proven experience as a Virtual Assistant or remote Executive Assistant.
- Expert proficiency with remote collaboration tools (Slack, Asana, Trello) and virtual meeting software.
- Excellent written communication skills are essential.
- Must be highly self-disciplined and able to work independently with minimal supervision.
- A reliable high-speed internet connection and a dedicated home office setup.
Finance Executive Assistant Job Description Template
Job Title: Finance Executive Assistant
Job Summary:
We are seeking a detail-oriented Finance Executive Assistant to support our Chief Financial Officer (CFO) and finance department. In this role, you will assist with preparing financial reports, managing confidential documents, organizing meetings with investors and analysts, and maintaining financial records. The ideal candidate demonstrates strong analytical ability and discretion, and thrives in a fast-paced environment.
Responsibilities:
- Prepare and edit financial reports, presentations, and analyses for internal and external stakeholders.
- Coordinate meetings, calls, and appointments for the CFO, including investor and board meetings.
- Maintain accurate records for budgets, expenses, financial forecasts, and project files.
- Assist in the preparation and review of confidential documents, such as contracts, financial statements, and compliance forms.
- Manage and process invoices, expense reports, and reconciliations.
- Liaise with financial institutions, auditors, external partners, and internal teams as directed by the CFO.
- Track key financial deadlines, filing dates, and submission schedules.
- Support the CFO in research, data collection, and ad-hoc projects.
- Maintain discretion when handling sensitive financial and company information.
Qualifications:
- Minimum of 3+ years supporting an executive in a finance or accounting environment.
- Strong understanding of basic financial concepts and accounting principles.
- Advanced proficiency with Microsoft Excel, PowerPoint, Google Sheets, and financial software/tools.
- Exceptional organizational skills and attention to detail.
- Excellent verbal and written communication abilities.
- Demonstrated ability to handle confidential information with the highest level of integrity.
- Bachelor’s degree in Finance, Accounting, Business Administration, or related field preferred.
- Experience coordinating investor relations or board communications is a plus.
Real Estate Executive Assistant Job Description Template
Job Title: Real Estate Executive Assistant
Job Summary:
Our top-producing real estate team needs a highly organized Real Estate Executive Assistant to manage transactions, coordinate with clients, and support marketing efforts. You will handle everything from scheduling showings and managing listings to preparing closing documents and facilitating communication between all parties involved in a transaction. A real estate license is a strong plus.
Responsibilities:
- Manage agent calendars, schedule appointments, and coordinate property showings and open houses.
- Prepare, review, and process real estate documents, contracts, and disclosures.
- Coordinate the entire transaction process, ensuring deadlines are met and documentation is accurate.
- Liaise with clients, title companies, escrow officers, mortgage lenders, inspectors, and other parties to ensure a smooth buying or selling process.
- Maintain client databases and assist with follow-up communications and marketing campaigns.
- Create and update property listings on the MLS and real estate websites.
- Assist with the creation and distribution of marketing materials, flyers, and digital ads.
- Organize files, manage correspondence, and ensure compliance with all regulatory and brokerage requirements.
Qualifications:
- Prior experience supporting a real estate agent, brokerage, or team required.
- Proficiency with real estate software (e.g., MLS, DocuSign, CRM platforms) and Microsoft Office Suite.
- Excellent organizational and multitasking abilities with strong attention to detail.
- Exceptional written and verbal communication skills.
- Ability to work independently and handle confidential information with discretion.
- Real estate license or familiarity with real estate transactions is highly preferred.
- Bachelor’s degree or equivalent experience is a plus.
Sales Executive Assistant Job Description Template
Job Title: Sales Executive Assistant
Job Summary:
We are hiring a proactive Sales Executive Assistant to provide dedicated support to our Head of Sales. In this fast-paced role, you will be responsible for preparing detailed sales reports, coordinating client meetings, assisting with sales presentations, and managing various administrative tasks to ensure the sales team operates efficiently. The ideal candidate is highly organized, tech-savvy, and brings a customer-focused approach to every task.
Responsibilities:
- Prepare, analyze, and distribute sales performance reports from our CRM system.
- Coordinate and schedule client meetings, calls, and product demos.
- Support the Head of Sales in preparing sales presentations, proposals, and pitch materials.
- Maintain and update customer and sales data within the CRM.
- Track sales targets, monitor project deadlines, and follow up on deliverables.
- Assist in the organization of sales events, webinars, and conferences.
- Manage incoming and outgoing communication on behalf of the sales executive.
- Conduct market research to identify new business opportunities as required.
- Handle travel bookings and expense reports for the sales team.
Qualifications:
- 3+ years of experience supporting a sales team or executive, preferably within a B2B or B2C sales environment.
- Proficiency with CRM software (Salesforce, HubSpot, or similar) is required.
- Advanced skills in Microsoft Office Suite (Excel, PowerPoint) and Google Workspace.
- Excellent written and verbal communication skills.
- Strong organizational abilities and attention to detail.
- Customer-oriented mindset with problem-solving skills.
- Ability to manage multiple priorities in a deadline-driven environment.
- Bachelor’s degree in business, marketing, or a related field is preferred.
Job Summary: We are hiring a proactive Sales Executive Assistant to support our Head of Sales. You will be responsible for preparing sales reports from our CRM, coordinating client meetings, and creating sales presentations. Experience with Salesforce or a similar CRM is essential.
Construction Executive Assistant Job Description Template
Job Title: Construction Executive Assistant
Job Summary:
We are seeking a robust and detail-oriented Construction Executive Assistant to support our Head of Construction. In this role, you will be responsible for managing complex project documentation, coordinating with subcontractors and site managers, tracking project deadlines, and ensuring smooth communication across all levels of the construction process. The ideal candidate thrives in a fast-paced environment, has a keen understanding of construction operations, and is proficient with industry-standard project management tools.
Responsibilities:
- Coordinate daily schedules, meetings, and project timelines for the Head of Construction.
- Manage, organize, and update project documentation, including contracts, permits, and blueprints.
- Communicate with architects, engineers, subcontractors, and vendors to ensure deliverables are met and issues are resolved promptly.
- Assist with budgeting, bid preparation, and procurement processes.
- Track project milestones and deadlines, proactively identifying and addressing potential delays.
- Prepare reports, presentations, and executive summaries for management review.
- Maintain compliance with safety regulations and company policies.
- Provide administrative support as needed, including travel arrangements and expense reporting.
Qualifications:
- 3+ years of experience as an executive assistant, project coordinator, or administrator in the construction or engineering sector.
- Thorough knowledge of construction terminology, documentation, and workflows.
- Proficiency with project management software (e.g., Procore, Buildertrend, MS Project) and Microsoft Office Suite.
- Exceptional organizational and multitasking skills; ability to meet deadlines in a dynamic environment.
- Strong written and verbal communication abilities.
- High attention to detail and a proactive, solution-oriented approach.
- Bachelor’s degree in construction management, engineering, business, or a related field is preferred; relevant experience may be considered in lieu of a degree.
Job Summary: We need a robust Executive Assistant to support our Head of Construction. You will manage project documents, coordinate with subcontractors and site managers, and track project timelines. Experience in the construction or engineering industry and familiarity with project management software is highly desirable.
Assistant Sales Executive Job Description Template
Job Title: Assistant Sales Executive
Job Summary:
As an Assistant Sales Executive, you will provide critical support to our sales team. This entry-level role involves qualifying leads, scheduling product demos for Account Executives, maintaining CRM data integrity, and assisting in the preparation of sales proposals. This is a great starting point for a career in sales and offers the opportunity to learn directly from senior sales professionals and grow within the organization.
Responsibilities:
- Qualify inbound and outbound sales leads through phone calls, emails, and online outreach.
- Schedule and coordinate product demonstrations and sales meetings for account executives.
- Update CRM records to ensure complete and accurate sales pipeline information.
- Assist with the preparation of sales presentations, proposals, and contracts.
- Conduct market and account research to support sales strategies.
- Follow up with prospects after initial meetings or demo sessions.
- Prepare regular sales activity and pipeline reports for the sales manager.
- Provide administrative support to the sales team, including coordinating travel and handling expense reports.
- Help organize trade shows, webinars, and other sales events.
Qualifications:
- Bachelor’s degree in Business, Marketing, Communications, or a related field is preferred.
- Strong interest in developing a career in sales.
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Office Suite and CRM platforms (e.g., Salesforce, HubSpot) is highly desirable.
- Friendly, proactive attitude and willingness to learn.
- Ability to work well under pressure and handle multiple tasks simultaneously.
- Team player who is comfortable collaborating with different departments.Job Summary: As an Assistant Sales Executive, you will provide critical support to our sales team. This entry-level role involves qualifying leads, scheduling product demos for Account Executives, maintaining CRM data integrity, and assisting in the preparation of sales proposals. This is a great starting point for a career in sales.
Frequently Asked Questions (FAQ)
Q: What is the difference between an Executive Assistant and an Administrative Assistant?
A: An Administrative Assistant typically supports a team or department with broad administrative tasks. An Executive Assistant is dedicated to one or more senior executives, providing high-level, strategic support that involves more complex tasks, project management, and confidential information.
Q: What makes a candidate a “strategic partner”?
A: A strategic partner EA moves beyond simply executing tasks. They understand the executive’s priorities and the business goals, allowing them to make independent decisions, offer recommendations, and proactively manage the executive’s workload to align with those goals.
Q: How do I test for discretion during an interview?
A: Use hypothetical scenarios. Ask questions like, “Describe a time you handled sensitive information. How did you ensure its confidentiality?” or “What would you do if a colleague asked you for information about a confidential meeting you attended?” Their answers will reveal their understanding of professional ethics.
