Executive Administrative Assistant Job Description

A female executive administrative assistant wearing glasses holding a notepad and sitting in front of her monitor

Executive Administrative Assistants provide high-level administrative support to executives. This includes assisting with report preparation, taking calls, scheduling meetings, note-taking and other office responsibilities.

They should have exceptional project management and organizational skills, excellent verbal and written communication and an overall proactive attitude.

By: Jericka Orellano

December 4, 2023

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Executive Administrative Assistant Job Overview

We at [Company Name] are looking for an Executive Administrative Assistant who will report directly to our [Position Title].

Your responsibilities include providing administrative support, assisting with the preparation of daily/weekly/monthly/annual reports, scheduling and arranging meetings and relevant logistics and other office duties.

We’re looking for someone with at least [Number] years of administrative experience, a good grasp of office suites and cloud-based applications and excellent multitasking and communication skills.

Salary: $56,000–$63,000/year

Schedule: Full-time, office-based

Executive Administrative Assistant Duties & Responsibilities

Schedule and coordinate appointments, meetings and conferences for executives
Manage and prioritize daily schedules, ensuring optimal use of executives’ time
Screen and respond to emails, calls and inquiries on behalf of executives
Draft and edit professional correspondence, reports and documents
Arrange travel itineraries, including accommodations, flights and transportation
Prepare and proofread reports, presentations and meeting materials
Organize and maintain accurate filing systems for easy retrieval of documents
Coordinate logistics for meetings, including room setup, audiovisual equipment and catering
Record meeting minutes and follow up on action items
Maintain and update contact databases
Compile and analyze data to generate reports and summaries
Assist in project management responsibilities by tracking deadlines, milestones and deliverables
Utilize software tools (e.g., Microsoft Office Suite, Google Workspace) for document creation, communication and data management
Oversee office supplies, equipment and maintenance

Executive Administrative Assistant Experience Requirements & Skills

Proven experience of at least [Number] years as an executive administrative assistant or in a similar role
Familiarity with executive office protocols and a track record of handling confidential information
Strong written and verbal communication skills, including professional correspondence and minute-taking
Proficiency in travel coordination, calendar management and scheduling, ensuring optimal time management
Strong technology proficiency, including the use of standard office software
Excellent organizational, verbal and written communication and interpersonal skills, acting as a liaison between executives and internal/external stakeholders
Project management skills, including tracking deadlines and milestones and coordinating project-related tasks

Executive Administrative Assistant Education & Qualifications

Associate or bachelor’s degree in business administration or a related field
Certifications in project management, administration, organizational management or a related field are a plus