While every job description—whether posted on Indeed, another job posting site or your company website—should include an equal employment opportunities statement, job responsibilities, skills and education requirements, the executive assistant job description should also include any specific responsibilities unique to the role with your company or to the executive with whom the assistant will work.
To write a job description that will appeal to qualified candidates, you should talk directly with the executive to find out their top priorities for the executive assistant. Ask them whether they have any unique working habits or preferences to note. For instance, if the executive travels frequently, you will want to include responsibilities regarding making travel arrangements and handling travel receipts in the job description.
Job Brief
Executive assistants perform more than administrative tasks; they are often the executive’s “right-hand person” who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions. Your job description should include a brief overview of the company and the position’s key functions, as well as detailed information about responsibilities, skills and qualifications and benefits.
Executive Assistant Responsibilities
Your job description should include a list of the executive assistant’s key responsibilities. Since each executive works differently and will likely have their own priorities, it is important to be as specific as possible regarding the responsibilities so you can find the most qualified candidates. Feel free to get more specific in your job responsibilities, but the following are some of the most common executive assistant responsibilities:
- Manage scheduling for company executive(s)
- Draft, review and send communications on behalf of company executive(s)
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
- Answer and respond to phone calls, communicate messages and information to the executive
- Prioritize emails and respond when necessary
- Coordinate travel arrangements
- Maintain various records and documents for company executive(s)
Executive Assistant Skills and Qualifications
Executive assistants typically have a high school diploma or GED, but some companies will prefer that applicants have a bachelor’s degree, as well. Some of the key skills for an executive assistant are:
- Excellent written and verbal communication skills
- Time-management skills
- Ability to pay attention to detail
- Organization skills
- Ability to multitask
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
Additional Information To Include in the Job Description
You will want to include information about your company and the industry in the job description as well, especially as it relates to the executive assistant’s role and responsibilities. For instance, if the company has a CEO and COO and the executive assistant will work for both executives, you’ll want to include this information in the job description. If, for example, the company is in the digital media industry, you may want candidates to have a working knowledge of that industry, including processes, terminology and frequently used technology programs.
It might be helpful to include salary information, as well. In fact, if you have employees in Colorado or are filling a remote position that may have Colorado applicants, you may be required to include salary information. It is also helpful to include information about job benefits, and don’t forget to include equal employment opportunity information or other information as required by law.
