Executive assistant job description

Job description template: Executive assistant

Company overview

[Company Name] seeks a talented and reliable executive assistant to join our team. We are a [brief description of your company and industry] dedicated to [mention your company’s mission or primary goal].

As an executive assistant, you will support our operations by providing remote administrative, creative, and technical assistance.

About the role

Position: Executive assistant

Location: [City, State]

Type: [Full-Time/Part-Time/Contract]

Reports to: [Supervisor/Manager/Team Lead]

Key responsibilities

• Calendar management – Schedule appointments, meetings, and events for the executive, and ensure their calendar is organized and up-to-date.
• Communication – Handle phone calls, emails, and other forms of correspondence on behalf of the executive, often screening and prioritizing messages.
• Administrative support – Provide general administrative support such as filing, data entry, and maintaining records.
• Meeting support – Assist with meeting preparation, including preparing agendas, taking minutes, and coordinating logistics.
• Project coordination – Assist with project management tasks, such as tracking deadlines, coordinating with team members, and ensuring projects stay on track.
• Relationship management – Build and maintain relationships with internal and external stakeholders, including clients, vendors, and other staff members.

Qualifications and skills

• Previous experience in an administrative or executive support role is often preferred. This could include experience as an administrative assistant, secretary, or office manager.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools is usually necessary. Familiarity with database management and project management software may also be beneficial.
• Strong verbal and written communication skills are essential for effectively interacting with executives, colleagues, clients, and other stakeholders. This includes the ability to compose professional emails, memos, and reports.
• Executive assistants must be highly organized and detail-oriented, capable of managing multiple tasks and priorities simultaneously. This includes maintaining calendars, scheduling meetings, and keeping track of deadlines.
• The ability to prioritize tasks and manage time effectively is crucial in this role, as executive assistants often work under tight deadlines and must juggle various responsibilities.
• Executive assistants should be resourceful and adept at finding solutions to challenges that may arise. This could involve troubleshooting technical issues, resolving scheduling conflicts, or addressing unexpected issues.

Educational requirements

A high school diploma is typically required. An associate’s or bachelor’s degree in business management or any related field is preferred.

Working conditions

[Describe any unique aspects of the remote work environment, working hours, or any additional relevant information.]

How to apply

Interested candidates are invited to submit resumes and a cover letter outlining their relevant experience and explaining why they are the best fit for this position. 

Please send your application to [contact email] with the subject line “Executive assistant Application – [Your Name].”

Only those who meet the expected qualifications will be shortlisted for an interview. You may refer to this list of interview questions to assess your applicant.

Benefits of joining [Company Name]

Working as an executive assistant with [Company Name] comes with several advantages:

1. Remote work flexibility

• Experience the liberty to work from the convenience of your environment.
• Flexible work hours enable you to uphold a healthy work-life balance.

2. Professional development

• Take the opportunity to enhance your skills in various areas, including [mention specific skills or areas relevant to your industry].
• Get access to training and resources to support your career growth.

3. Collaborative team environment

• Join a dynamic and collaborative team dedicated to achieving common goals.
• Attend regular virtual team meetings and networking opportunities.

Application deadline

[Specify the application deadline or mention that applications will be accepted until the position is filled.]

[Company Name] is an equal opportunity employer. We embrace diversity and are dedicated to establishing an inclusive workplace for all staff members.

[Company Name] thanks all applicants for their interest in this position, but only those selected for an interview will be contacted.