About the Executive Assistant role
An Executive Assistant protects an executive's time and attention. 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
Free download. Use it offline or customize it for your company.
Job brief
Our leadership team moves quickly, and a well-run calendar is essential to keeping that pace manageable. You would own scheduling and travel for our senior executives, decide which requests reach them and which get handled another way, and walk into Monday already knowing what the week needs.
The work runs on trust: you will see sensitive information daily and be expected to guard it without being reminded. If you find satisfaction in a week where nothing slipped, no one waited, and the executive never noticed the problems you solved, this role will fit you.
Responsibilities
- Own executive calendars end to end: triage requests, protect focus time, and untangle conflicts before they surface
- Keep communication moving between the executive and internal and external contacts
- Route documents, decisions, and updates so the right information reaches the right person while it still matters
- Write and polish emails, memos, and other correspondence sent under the executive's name
- Build agendas, briefing packs, presentations, and reports ahead of key meetings
- Capture decisions and action items in important meetings, then chase them to completion
- Book travel and lodging and produce itineraries detailed enough to survive a missed connection
- Reconcile expenses and keep administrative budgets tidy and current
- Guard confidential files, negotiations, and personnel matters with unbroken discretion
- Run delegated projects and events from kickoff to wrap-up without needing supervision
- Maintain contact lists, filing systems, and recurring processes so institutional knowledge does not live only in memory
Requirements and skills
- A background supporting senior leaders where you, not the executive, owned the logistics
- Mastery of calendar, email, and document tools across Google Workspace or Microsoft Office
- The organizational reflexes to hold dozens of moving pieces without dropping one
- Sharp, professional writing and a confident phone and meeting presence
- Discretion practiced as a habit: sensitive information stays exactly where it belongs
- Initiative to spot what is coming and handle it before being asked
- Steadiness when the day reshuffles itself at 8 a.m.
- High school diploma required; PA or business administration training 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
Generate a custom Executive Assistant job description
Need a version tailored to your company, seniority level, or industry? Describe the role and our AI job description generator will draft one in seconds.
