Writing an effective executive assistant job description is the first step in hiring the right EA for your business. The document is your opportunity to outline which tasks you want an EA to perform and the skills and traits you need your next assistant to have. You can also think of your job description as your marketing pitch to attract the ideal candidate. It’s your chance to sell yourself and let job seekers know why they should want to work for you.
Not sure exactly what should go into your executive assistant job description? We’ve put together this detailed guide to help.
What is an Executive Assistant?
An executive assistant is a high-level administrative professional. They provide dedicated support to a company’s executive leadership team. As well as handling basic administrative and clerical work, EAs act as an executive’s right-hand person. They are strategic thinkers, event planners, trusted confidants, and much more.
Suppose you’re a business owner or executive who feels overwhelmed and stressed. Or you find yourself losing control of your schedule and missing deadlines. In that case, it may be time to hire an executive assistant.
An EA can handle more mundane tasks so that you can focus on big-picture thinking. They will also help you be more productive during working hours and maintain a better work/life balance.
Writing an Executive Assistant Job Description
An executive assistant job description is the document you publish on your company’s website or job search sites to advertise your open position to job seekers. A standard job description typically consists of a job summary, responsibilities, skills and qualifications, and job benefits.
Below you’ll find a more detailed breakdown of what to include in each of these main sections.
The job summary is a brief description of the opportunity. It’s the first thing on a job description. It should consist of three or four sentences introducing the role and your company. An effective job summary tells candidates what you’re looking for, as well as why they should want to work for you. Hiring is a two-way street, after all.
A job summary may include:
- Overview of the job and responsibilities
- Key objectives of the role
- Expectations of the ideal candidate
- Company culture
- What sets you and your company apart from others
The next step of writing an executive assistant job description is outlining the responsibilities of the role. This section is where you’ll include a more in-depth rundown of the specific duties and tasks assigned to the position.
The exact role of an executive assistant can vary greatly depending on the company and executive. Make your expectations clear from the get-go. Tell the candidate how they will spend their time if they get the job with you.
Executive assistant responsibilities may include:
- Organizing executive’s calendar
- Scheduling meetings and booking meeting rooms
- Screening phone calls and emails
- Acting as the first point of contact for internal and external stakeholders
- Making travel arrangements and itineraries
- Preparing weekly, monthly, and quarterly reports
- Drafting documents and presentations
- Record keeping and maintaining company filing system
- Attending meetings in the executive’s absence
- Preparing expense reports
List the duties and responsibilities in order of importance. What are the main things you want your executive assistant to focus on? What tasks will consume most of their time?
Skills, Qualifications, and Experience
An executive assistant doesn’t necessarily need a degree to do their job. But there are certain qualities and skills that a great EA should have.
This section is where you outline the skills, qualifications, and experience required to be a successful candidate. You also can include a section for preferred skills that aren’t essential but would help a candidate stand out.
Requirements may include:
- High school diploma or GED
- Experience in an administrative position
- Computer proficiency and experience using Microsoft Office Suite
- Strong organization skills
- Excellent time management and prioritization
- Excellent verbal and written communication skills
- Problem-solving and critical thinking skills
- Attention to detail
- Professional discretion
Preferred experience may include:
- Experience supporting C-level executives
- Professional certifications in administration
- Associate degree in administration
- Bachelor’s degree in a business-related field
- Experience with budgeting and expenses
The requirements listed above are a general guide to the skills and qualifications you might want to include in your job description. You can embellish with more detail to suit the role you’re hiring for. Do you want a candidate with five or more years of experience as an executive assistant already? Or are you happy hiring an administrative assistant looking to advance in their career and become an EA? Does the ideal candidate need any industry-specific knowledge or qualifications? Include these details here.
Work Hours and Benefits
When creating an executive assistant job description, don’t focus only on what you want from a candidate. It would help if you also highlighted what you’re offering in return. Hours, salary, and benefits are vital components of a job description.
Let potential candidates know what their daily and weekly schedules might look like in this role. Are the hours flexible? Will they work evenings or weekends when needed? Are they required to attend events or travel? An executive assistant needs to be flexible to keep up with an executive’s schedule and help with urgent matters.
Executive assistant salaries vary depending on experience, required skills, and scope of responsibility. On average, executive assistants in the U.S. earn about $57,000 a year. It’s common practice to give a salary range in your job description. You can negotiate the final salary later on when you’ve found the right candidate.
Outline the benefits and perks that set the job and your company apart. These may include bonus possibilities, insurance offerings, time off, and professional or personal development support.
How LifeSquire Can Help
Having a solid job description can help you find the right executive assistant. Be specific about all of your wants and expectations. And don’t forget to sell yourself. Let job seekers know why they should want this job. There are many templates and examples out there online to help get you started.
If you’re still not sure where to start, LifeSquire is here to help. We take the stress out of the executive assistant hiring process by helping find, interview, and train the perfect assistant to meet your company’s needs.
Contact us today to find out more about our recruitment services.