Executive Assistant Sample Job Descriptions

What Does an Executive Assistant Do?

An executive assistant provides high-level administrative support to senior executives, helping them operate efficiently and stay focused on strategic priorities. They manage complex calendars, schedule meetings, arrange travel, handle confidential communication, and serve as a liaison between executives and internal or external stakeholders.

Executive assistants go beyond traditional administrative roles by anticipating needs, streamlining workflows, and ensuring seamless day-to-day operations. They are often trusted with sensitive information and play a critical role in managing time, relationships, and executive productivity. Their contributions help leaders stay organized, informed, and effective.

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Executive Assistant Core Responsibilities

  • Manage and maintain executive calendars, including scheduling meetings, calls, and events
  • Coordinate domestic and international travel arrangements, including itineraries and accommodations
  • Prepare executive correspondence, reports, meeting materials, and presentations
  • Screen and prioritize incoming emails, calls, and meeting requests
  • Serve as a point of contact for internal staff, board members, and external partners
  • Assist with project coordination, status tracking, and follow-up tasks
  • Organize and maintain files, records, and confidential documents
  • Prepare and submit expense reports and track budget-related items
  • Plan and coordinate executive meetings, offsites, and team events
  • Handle ad hoc personal or business-related tasks with discretion

Required Skills and Qualifications

Hard skills

  • Proficiency in Microsoft Office Suite and Google Workspace
  • Experience with scheduling software and travel booking tools
  • Strong written communication and document preparation skills
  • Familiarity with video conferencing tools and calendar integrations

Soft skills

  • Exceptional organization and time management
  • Professional discretion and confidentiality
  • Clear and proactive communication
  • Ability to prioritize competing demands under tight deadlines
  • Independent problem-solving and critical thinking

Education

  • Associate degree required; bachelor’s degree preferred in business, communications, or a related field

Certifications

  • Certified Administrative Professional (CAP) or similar credentials are preferred but not required

Preferred Qualifications

  • 3+ years of experience supporting C-suite or senior leadership
  • Experience in industries such as finance, tech, healthcare, or legal
  • Comfort coordinating across multiple time zones and global teams
  • Event planning or project management experience

National Average Salary

Executive assistant salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.

The average national salary for an Executive Assistant is:

$65,416

Sample Job Description Templates for Executive Assistants

Executive Assistant to CEO

Position Overview

The executive assistant to the CEO provides high-level support to the chief executive, managing priorities, streamlining communication, and ensuring daily operations run smoothly. This role requires professionalism, discretion, and a deep understanding of organizational leadership dynamics.

Responsibilities

  • Manage the CEO’s calendar, including high-priority meetings, calls, and travel
  • Prepare executive briefings, agendas, reports, and presentation decks
  • Screen and route communications, ensuring critical items receive attention
  • Coordinate board meetings, investor calls, and leadership team updates
  • Act as a liaison between the CEO and internal/external stakeholders
  • Monitor project deadlines and provide follow-ups to ensure accountability
  • Handle confidential and time-sensitive material with discretion

Requirements

Hard skills

  • Advanced knowledge of Microsoft 365 or Google Workspace
  • Familiarity with board governance practices and investor relations
  • Strong document formatting, data presentation, and reporting skills

Soft skills

  • Executive-level professionalism and confidentiality
  • Ability to manage competing priorities calmly and effectively
  • Strategic thinking and proactive problem-solving

Education

  • Bachelor’s degree preferred

Certifications

  • Certified Administrative Professional (CAP) or similar credential preferred

Executive Assistant – Legal Department

Position Overview

An executive assistant in the legal department supports general counsel or senior legal executives by coordinating schedules, managing legal documentation, and ensuring department operations stay organized and compliant.

Responsibilities

  • Manage calendars, legal meetings, and court-related appointments
  • Prepare and format contracts, legal filings, and correspondence
  • Track deadlines for filings, compliance tasks, and internal reviews
  • Coordinate communication with internal teams, clients, and outside counsel
  • Organize and maintain confidential legal files and case records
  • Submit invoices and assist with department expense tracking

Requirements

Hard skills

  • Familiarity with legal terminology and basic legal document types
  • Experience using document management systems and redlining tools
  • Proficiency with Microsoft Word, Adobe Acrobat, and Excel

Soft skills

  • Precision and attention to detail in document handling
  • Strong organization and file management
  • Ability to handle sensitive and confidential information

Education

  • Associate’s or bachelor’s degree in legal studies, business, or a related field

Certifications

  • Legal support or paralegal certification is a plus

Executive Assistant – Finance/Accounting

Position Overview

This executive assistant supports finance executives by coordinating meetings, preparing financial documents, and managing confidential reports. The role requires exceptional accuracy, discretion, and comfort working with numbers.

Responsibilities

  • Schedule and manage meetings for CFO or senior finance executives
  • Prepare reports, spreadsheets, and presentations using financial data
  • Coordinate with auditors, banks, and accounting vendors
  • Organize budget meetings, earnings calls, and quarterly updates
  • Manage document flow for approvals, contracts, and financial statements
  • Support team with calendar management, travel, and expense reporting

Requirements

Hard skills

  • Proficiency in Excel (pivot tables, formulas) and PowerPoint
  • Experience with accounting platforms (e.g., QuickBooks, NetSuite, SAP)
  • Familiarity with financial reports, KPIs, and budget documents

Soft skills

  • High attention to detail and numerical accuracy
  • Discretion when handling sensitive financial data
  • Ability to prioritize tasks in deadline-driven environments

Education

  • Associate’s or bachelor’s degree in accounting, finance, or business

Certifications

  • Financial administrative certifications are a plus

Virtual Executive Assistant

Position Overview

A virtual executive assistant provides remote support to executives across time zones and departments. This role requires excellent communication, strong tech skills, and the ability to self-manage in a fast-paced digital environment.

Responsibilities

  • Manage calendars, appointments, and virtual meetings via remote tools
  • Handle inbox management, file sharing, and communication for executives
  • Book travel, manage expenses, and track tasks using online platforms
  • Provide support for remote team meetings, presentations, and reports
  • Communicate across Slack, Zoom, email, and other remote tools

Requirements

Hard skills

  • Proficiency in cloud-based platforms (Google Workspace, Microsoft Teams, Zoom)
  • Familiarity with project tools like Asana, Trello, or Notion
  • Experience using virtual phone/email management systems

Soft skills

  • Self-motivation and independent problem-solving
  • Excellent digital communication and responsiveness
  • Ability to manage multiple executives and changing priorities

Education

  • Associate’s degree required; bachelor’s preferred

Certifications

  • Remote support or virtual assistant certifications are helpful but not required

Bilingual Executive Assistant

Position Overview

The bilingual executive assistant provides administrative support in two or more languages, enabling cross-cultural communication for executives working in international or multilingual environments. This role is critical in global companies or organizations serving diverse communities.

Responsibilities

  • Translate and communicate executive materials between languages
  • Support meetings, documents, and calls in both languages as needed
  • Schedule appointments and coordinate travel across regions
  • Prepare bilingual reports, presentations, and correspondence
  • Serve as a liaison with multilingual clients or partners

Requirements

Hard skills

  • Fluency in English and a second business language (e.g., Spanish, French, Mandarin)
  • Proficiency with translation, scheduling, and communication tools
  • Experience working in bilingual or international office settings

Soft skills

  • Cultural sensitivity and professionalism
  • Clear and accurate written and spoken communication
  • Ability to switch contexts and languages seamlessly

Education

  • Bachelor’s degree preferred, especially in international business or communications

Certifications

  • Language certification (e.g., DELE, DELF, TOEFL, JLPT) recommended

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