How to write an executive assistant job description plus template

Executive assistants play a critical role in an organization by supporting its top executives, facilitating communications, and bridging the gap between employees and leadership. While the job may seem straightforward, leading many under-qualified individuals to apply for open positions, executive assistants must have a specific set of hard and soft skills to succeed.

Writing a good job description is the first step to hiring a qualified executive assistant. It specifies the exact skills and qualifications required for the role, helping you attract the right talent.

Below, we help you understand how to write an effective job description and what mistakes to avoid. We also share a free template so you can start crafting your executive assistant job description today.

What is an executive assistant? 

Executive assistants provide administrative support to C-suite officers, top-level managers, or other company leaders. They manage their executive’s day-to-day tasks so the executive can focus on their strategic responsibilities. 

Here are a few examples of what executive assistants do:

• Schedule and coordinate meetings and appointments 

• Handle correspondences through emails, phone calls, and other communication channels 

• Serve as the first point of contact for the executive, speaking to other employees and external parties and relaying shared information to the executive

• Oversee various administrative tasks, like organizing paperwork, maintaining office supplies, making travel arrangements, creating reports, managing expenses, and more

Key skills to look for in executive assistants 

Here are some fundamental skills and attributes to look for when hiring an executive assistant. 

Technical skills

• Proficient with using various operating systems such as Microsoft Windows and MacOS and troubleshooting technical issues 

• Skilled in managing the executive’s inbox, prioritizing messages, and responding effectively

• Familiar with software like Microsoft Office and Google Suite to create and edit documents, spreadsheets, and presentations

• Quick at typing notes, transcribing meeting minutes, and responding to urgent correspondences  

• Skilled in managing the executive’s online presence and company accounts on social media

Soft skills and traits

• Excellent written and verbal communication skills to convey information professionally, promptly, and accurately

• Strong attention to detail and quick at spotting errors in documents, data, and correspondences 

• Efficient with managing time, prioritizing tasks, and streamlining workflows to meet deadlines 

• Capable of adapting to changing circumstances, unexpected challenges, and the executive’s evolving needs  

• Can proactively identify problems that may arise in the executive’s work and find effective solutions

How to write an effective executive assistant job description 

Follow these tips to write a great job description for your executive assistant role. 

Customize it to reflect the needs of the executive 

Tailor your job description to reflect the specific needs of the hiring executive. For instance, if they need an assistant who can travel frequently with them, mention this in the role description so you don’t waste time progressing candidates who can’t travel. 

Also, describe the executive’s working style, preferences, or habits – for example, needing transcribed notes for every meeting or preferring to communicate via email rather than phone calls.

This information can help candidates assess their compatibility with the executive before applying.

Use action-oriented language 

Write your job description using active language to highlight the dynamic nature of the executive assistant role. Use action verbs like “manage” in “manage an evolving schedule” rather than the flat-sounding “calendar management skills.”

This way, you can further emphasize exactly what the candidate must do in the role and highlight essential skills like adaptability and initiative.

Mention growth and advancement opportunities

Executive assistants are motivated by seeing a clear path for their growth. Discuss potential career progression, learning, and development opportunities in your job description. This will help you attract ambitious and committed candidates and give you an edge over your competitors. 

Executive assistant job description template 

Here’s an executive assistant job description template to help you get started with creating yours. 

Company introduction 

Write a brief description of your company, including its name, products or services, and mission. You should also outline your company’s recent achievements and emphasize why it’s a frontrunner in the industry. 

Benefits of working with your company 

Discuss why your company is an ideal place for executive assistants to work. For instance, write about employee benefits such as healthcare, retirement plans, flexible working, and learning and development opportunities.

Executive assistant job brief 

[Company name]

Job Title: Executive Assistant to [For example, Chief Executive Officer or Head of Operations]

Reports to: [For example, Chief Executive Officer or Head of Operations]

Position type: [Such as full-time, part-time, or freelance]

Location: [On-site, hybrid, or remote]

[Salary and benefits details]

Executive assistant responsibilities 

• Manage the executive's calendar by scheduling meetings, appointments, and events

• Screen and prioritize phone calls, emails, and other communications on behalf of the executive

• Plan the executive's travel arrangements, including flight bookings, accommodations, transportation, and creating itineraries for business trips

• Create and edit documents, reports, and presentations to support the executive in their work

• Organize key documents, ensure secure filing and record-keeping, report expenses, and manage office supplies efficiently

• Act as the initial point of contact for the executive and respond to internal and external stakeholders promptly and professionally

Qualifications 

• Bachelor's degree in business administration, communications, or a related discipline

• At least 3 years of experience in an administrative or executive assistant role

• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint), email management, and scheduling tools

Preferred qualifications 

• Professional certifications, such as Certified Administrative Professional (CAP) or Certified Executive Assistant (CEA)

• Familiarity with [specific industry or sector in which your organization operates]

3 things to avoid when writing a job description for executive assistants 

Steer clear of these common pitfalls when writing your executive assistant job description.

Ignoring the role of personality traits and behavioral attributes

Executive assistants need to demonstrate certain traits and attributes to succeed in the role. Failing to specify these in your job description means you risk hiring an assistant who can type quickly and create spreadsheets but lacks emotional intelligence, adaptability, discretion, or professionalism. 

Also, ensure that the attributes you look for complement rather than clash with the executive’s personality. For instance, a fast-paced executive won’t work well with a laid-back assistant. 

Forgetting to discuss company culture and employee benefits 

Most companies hire executive assistants, so there’s always a high demand for the best candidates. This means you must sell your role to prospective applicants so they apply to your company and not a competitor.

To do this, in your job description, highlight your company culture and the benefits your company offers. For instance, mention that your organization champions a healthy work-life balance for all employees and provides generous health insurance and paid time off. This information can make the role even more attractive. 

Using biased language  

Ensure your job description is free of any language that might perpetuate gender biases and stereotypes about executive assistants, who are often mistakenly assumed to be women. 

Avoid phrases such as “the ideal candidate should have a pleasant demeanor” that imply the role is more suitable for a specific gender. Instead, use neutral phrases like “the ideal candidate should be professional and an excellent communicator” to attract talented, diverse candidates. 

Next steps: Attracting and assessing executive assistants 

Executive assistant positions attract a high volume of applications that need to be screened quickly and effectively. The best way to assess executive assistant candidates is through multi-tiered screening that combines hard and soft skills testing. 

TestGorilla offers more than 300 online tests, including job-specific skills tests, personality tests, and more. Here are a few examples of tests to evaluate your executive assistant candidates: 

• TestGorilla’s Executive Assistant test, which measures candidates’ skills in verbal and written communication, time and task management, and problem-solving

• Our Computer literacy (PC), Microsoft Windows, and MacOS tests that show you how effectively candidates work with your company’s operating system

• The Google Docs, Google Sheets, Microsoft Word, and Microsoft Excel skills test that help you determine whether candidates are proficient in these tools

• Email tests that assess how candidates organize, prioritize, and respond to emails within Gmail and Outlook

• TestGorilla’s typing tests to measure applicants’ typing speed and accuracy

• Our Attention to detail test to evaluate how well candidates spot and correct mistakes in text 

• The DISC, Enneagram, and other personality tests to confirm candidates have the desired traits to be successful executive assistants at your company

Finally, you can add custom executive assistant interview questions to assessments and conduct one-way video interviews on TestGorilla for deeper insights into your candidates skills and traits.

FAQs

What’s the difference between administrative assistants and executive assistants? 

Administrative assistants support a team or department and handle general administrative tasks. Executive assistants have higher-profile positions, often supporting top-level managers or leaders, managing their schedules, and corresponding with clients and other important stakeholders.  

What salary should I put in my executive assistant job description? 

According to Glassdoor, the average annual salary for an executive assistant in the United States is $63,920. That said, the salary for your executive assistant role will depend on your hiring budget and the skills and experience you’re looking for. 

Hiring the best executive assistants with TestGorilla 

Executive assistants are pivotal in supporting the most senior members of an organization and making key strategic decisions for the company. Creating a well-written job description is vital to attracting the right talent for this high-profile role. Once you’ve built up your applicant pool, you must sift through applications and identify your most qualified candidates. 

TestGorilla’s pre-employment tests enable you to do this quickly and objectively. You can put candidates through hard skills tests, personality and culture tests, and cognitive ability assessments to evaluate them thoroughly. TestGorilla will automatically rank candidates based on test scores so you can easily spot top talent and make the perfect hiring decision.

Get started with TestGorilla today by creating a free account, signing up for a free live demo, or taking a brief product tour.