Illustration of a woman sittiing at a table with a computer holding a phone

Sample executive assistant job description

At [Company X], we thrive when our people thrive. We are currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person will have experience working in an office environment, performing administrative duties, and providing support to management. Given the changing nature of the executive landscape, we rely on executive assistants to be flexible and proactive while maintaining the confidentiality of high-level systems and operations.

Objectives of this role

  • With a primary responsibility to support the CEO, provide additional support to the executive team, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
  • Maintain and refine internal processes that support high-ranking executives company-wide, and coordinate internal and external resources to expedite workflows
  • Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
  • Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

  • Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
  • Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
  • Manage senior executives’ travel logisitics and activities, including accommodations, transportation, and meals 
  • Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
  • Maintain professionalism and strict confidentiality with all materials
  • Organize team communications and plan events, both internal and off-site

Required skills and qualifications

  • Four years of experience in administrative role reporting directly to upper management
  • Excellent written and verbal communication skills
  • Strong time-management skills and an ability to organize and coordinate multiple projects at the same time
  • Proficiency with office productivity tools and aptitude for learning new software and systems
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
  • Ability to maintain confidentiality for the company and its employees

Preferred skills and qualifications

  • Experience overseeing budgets and expenses
  • Experience developing internal processes and filing systems