Hiring the best executive assistants possible can make the difference between hugely productive executives and those who are habitually late to meetings and always floundering for information. That’s because executive assistants help their executives prepare for meetings, track their schedules and projects, and ward off distractions. To get an idea of a well-written job description, we’ve included an executive assistant job description sample below. While it is only a starting point, it highlights key elements to include in your description.
One note before you read the sample; consider the job title you want to use. The right title helps ensure that incompatible people do not apply. Elements that could go into a job title include city (or neighborhood) where the job is, whether the assistant is working with a CEO, CFO, chief of surgery, university president or some other type of executive. A few examples: “Executive Assistant CFO Los Angeles,” “High-level Executive Assistant,” “Executive Assistant at Airport.” The sample below is for a higher-level executive assistant CEO job, but it is useful no matter the requirements for your specific position.
Seattle CEO Executive Assistant Job Summary
You are a big asset to our marketing company CEO, ensuring that she is as productive as possible. You screen and route visitors and correspondence, and plan and track her schedule. You attend meetings when the CEO cannot, and you speak on her behalf as needed.
Seattle CEO Executive Assistant Job Responsibilities and Duties:
- Transcribe, format, input, type, edit and copy a wide array of text, data and graphics
- Read, research and route correspondence; write letters and emails; reach out to contacts via telephone
- Plan and track the CEO’s schedule
- Represent the CEO at some meetings, even speaking on her behalf at times
- Welcome visitors and guests with pleasant greetings, whether in person or on the telephone
- Lead several marketing projects and prepare reports
- Delegate work to clerical staff as necessary
Seattle CEO Executive Assistant Skills and Qualifications
- Business degree or degree in related field such as finance or marketing. Bachelor’s level or master’s level preferred
- At least five years of prior executive assistant or executive support experience
- Keen grasp of marketing concepts
- Proficient in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint. Must also be proficient in social media and Adobe Acrobat
- Bilingualism a huge plus but not required
- Accurate self-starter, friendly personality
- Ability to be accessible outside of regular business hours
Mardel Marketing Corp. specializes in reaching consumers via TV and print ads, and we are expanding to include other channels as well. We started in 1970 as a five-woman firm and have since expanded to a firm that employs more than 100 people. Most work in our Seattle location, but we are building a significant NYC presence as well. Our mission is to showcase what’s unique about our clients’ products through compelling and fresh presentations. Our CEO, Jane Doe, is a self-admitted “weird person who breathes marketing.” Ideas hit her 24/7, for example, when she’s in the shower or in the middle of a pleasant dream. Rather than let these ideas stagnate, she likes to call up her executive assistant and discuss. This is what our current executive assistant, who is retiring after 20 years, says, “Best job I ever had, hands down. Believe it or not, I’m going to miss these 3 a.m. calls.” While these calls may not sound fun, the upside is that you’ll get to lead several huge marketing projects, and you’ll contribute significantly to the company. As a result, we pay higher than average.
Could you be our CEO’s next sounding board? To apply, click this link today.
What to Include in Your Executive Assistant Job Description
Take a few moments to consider the executive assistant position before you write the job description. Do you have the best job title possible in mind? How does an executive assistant stand to benefit from working at your company? What skills are required? A good way to get a full picture is to interview current executive assistants at your company as well as their bosses. In particular, you could ask the bosses about skills that their assistants need to improve on. Brainstorm, and get to know folks a little better.
• Title & Summary – An executive assistant title is pretty straightforward, and at the same time, it’s not. These positions could be titled, “Executive Assistant to CEO and CFO,” Executive Assistant to University President,” “Executive Assistant/Office Manager,” “Executive Assistant – [name of city]” or “Entry-Level Executive Assistant.” Get as specific as possible to attract the level of applicants you seek. Best practices recommend that you limit the title to five words, and after you’ve listed it, summarize the job in one to three sentences.
• Responsibilities – This is one of the areas in which chatting with current executive assistants and their managers can really benefit you. This is especially true if you envision a long-term fit for one assistant and one executive. When it’s time to list responsibilities, brainstorm a list, and identify five to 10 of the most important and time-intensive tasks. Begin each responsibility with a bullet point and an action verb. One example: “Reads, researches and routes the executive’s correspondence.”
• Company Information – The experience of an executive assistant is no doubt very different depending on company location, industry and size. Give an idea of your company culture and any perks of working there. What is your company’s mission? All of this information helps encourage qualified assistants who would be a good fit to apply.
• SEO – Use specific keywords relevant to the position, industry and location to get your executive assistant job description to rank well on search engine results.
• Call to Action – Include a call to action in your job description; these are usually at the end. They tell prospective candidates how to apply, for example, to click a link.
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Writing Your Executive Assistant Job Description: Dos and Don’ts
The hard part is writing the first draft of your executive assistant job description. After that is done, give yourself a break of a day or so to gain distance. Proofread the description, and hand it off to a couple of other people to review as well. Finally, see if it complies with a few dos and don’ts.
• Do clarify what type of job the executive assistant position is, for example, entry level, high level, industry type and company size.
• Do include information about the location of the job. Even the address is helpful, especially in big cities when a job in one area as opposed to another area can mean a commuting difference of 30 minutes.
• Don’t list salary and compensation information if human resources policy says not to. If your salary and benefits are generous, however, listing such information can be a huge advantage in attracting high-quality applicants.
• Don’t be vague in your submission guidelines. Your call to action needs to be clear, outlining exactly how an interested candidate should apply and with what materials. Include any deadlines, and a name and email address if you ask folks to submit via email. Also make clear if you prefer attachments or text in the body of the email.
Writing a Job Description Best Practices
- You can use this executive assistant job description sample to jot down ideas for your own description. It’s important to be honest and clear about job requirements, and remember to follow a few dos and don’ts.
- Do include where the job is, especially for bigger businesses that have many locations.
- Do explain unique challenges of the job.
- Do remember the call to action, which directs prospects to take action.
- Don’t make your description sound interchangeable when compared with another executive assistant job description. It needs to be special.
- Don’t mislead on the description, for instance, making the job sound more glamorous than it is.
The executive assistant job description sample above is a great starting point as you work to find the best fit for your CEO and company.