About the Executive Assistant role
An Executive Assistant multiplies an executive's time. They own the calendar, filter communications, prepare briefings and materials, coordinate travel, and handle confidential matters with discretion. A great EA anticipates needs before they are spoken and quietly removes friction from every day.
The role goes far beyond scheduling. EAs draft correspondence, prepare meeting agendas and follow up on action items, liaise with internal teams and external partners, and often manage small projects end to end. For C-level support, they effectively act as a chief of staff for daily operations.
In your posting, name the executive or executives the EA will support, the pace of the environment, and expectations around availability. Trust and chemistry matter enormously in this role, so describe the working style honestly.
Executive Assistant job description template
Job brief
We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company's senior-level managers. Your responsibilities include managing calendars, making travel arrangements, preparing reports and briefings, and acting as a gatekeeper for communications. To succeed in this role, you should be well organized, proactive, and comfortable handling confidential information with absolute discretion.
Responsibilities
- Manage executives' calendars, prioritize meeting requests, and resolve scheduling conflicts
- Act as the point of contact among executives, employees, clients, and external partners
- Manage information flow in a timely and accurate manner
- Draft, review, and send communications on behalf of executives
- Prepare agendas, briefings, presentations, and reports for meetings
- Take minutes during key meetings and track follow-up actions to completion
- Make travel and accommodation arrangements and prepare detailed itineraries
- Process expense reports and manage administrative budgets
- Handle confidential documents and matters with complete discretion
- Coordinate small projects and events as delegated by executives
Requirements and skills
- Proven work experience as an Executive Assistant, Personal Assistant, or similar senior support role
- Excellent proficiency with calendar, email, and office tools such as Google Workspace or Microsoft Office
- Outstanding organizational and time management skills
- Strong verbal and written communication skills
- Discretion and confidentiality as a working habit, not an afterthought
- Ability to anticipate needs and act proactively with minimal direction
- Calm, structured approach under pressure and shifting priorities
- High school diploma; PA or business qualification is a plus
Nice to have
- Experience supporting C-level executives
- Event planning or board meeting coordination experience
- Experience preparing investor or board materials
- A second language relevant to your business
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