What does An Executive Assistant Do? – Everything you need to know

Those within the PA, administration, and secretarial industries may already be aware of the role executive assistants play in the day-to-day operations of a successful company – however, few outside the industry really understand what goes into being a strong executive assistant. Whether you’re considering a career move or looking to hire an executive assistant yourself, read ahead to find out more about this often-undervalued career path.

What is an executive assistant?

An executive assistant is an individual that works under a high-level manager (typically an executive), helping them with the logistics and administrative duties required for a business to run smoothly. The day-to-day management of the company is where the executive assistant thrives, allowing higher level employees to focus on the big picture.

Who needs executive assistants?

Executive assistants work for CEOs and top-level executives across a wide array of industries. Companies hiring for executive assistants are typically large-scale operations that require multiple minds on handling logistics and managing day-to-day stresses.

Responsibilities of an executive assistant

Among other duties that may vary based on company and industry, executive assistants are expected to carry out the following:

• Office management
• Scheduling
• Answering calls
• Making travel arrangements
• Organising reports and documents
• Setting up meetings
• Supervising staff
• Project management

What do you look for when hiring an executive assistant?

Hiring for an executive assistant can be tough. When you’re looking for a top-quality executive assistant, you’ll want a list of key skills to check off for every candidate. Take some time to consider which skills are important to your business and your business culture.

Executive assistant Hard Skills

The term ‘hard skills’ covers technical skills gained through education, experience, or training. These skills are often prioritised by executives as they are easy to quantify, and every role demands a specific set of them. On top of the specific hard skills your industry requires, you will want to consider the following when looking for an Executive Assistant:

• Calendar and email organisation – more than just understanding how Outlook or Gmail works, executive assistants need to be in tune with their executives’ working preferences and patterns to build the most efficient and productive schedule.

• Project management – executive assistants are often responsible for managing the logistics of a project for an executive. This involves establishing key objectives and deadlines, managing a team effectively, and coordinating necessary activities to ensure the success of the project.

• Travel research – scheduling and securing travel arrangements can make up a large part of an executive assistants’ role. On top of co-ordinating travel itineraries, executive assistants need to be confident in managing pre-travel arrangements like lodging, transportation, and reservations.

• Event planning – executive assistants use their expert event planning skills to ensure the logistics of important events are taken care of. This can include budgeting, negotiating, strategizing, and other creative skills.

• Research – one of the most important skills for an executive assistant to have is a keen research sense – while an executive requires time to analyse research findings and strategize, somebody needs to gather that research and present it in a straightforward, meaningful way.

If you think you’ve got what it takes to be an executive assistant, submit a CV to Attic Recruitment today!

Executive assistant Soft Skills

‘Soft skills’ is a broad term for non-technical, interpersonal skills that can be easy to overlook in the hiring process. For executive assistants working as professional people persons, soft skills are essential interpersonal skills that can make or break the success of a new hire:

• Organisational skills – arguably the most important skill for an executive assistant is a strong organisational mindset. Executive assistants develop and maintain tight schedules, manage multiple projects at once, all while arranging meetings and setting deadlines.

• Intuitive problem-solving skills – part of an executive assistant’s job is to anticipate problems and solve them before anyone else even notices them. Initiative-taking should be a top priority when looking for and hiring an executive assistant.

• Time management skills – executive assistants should be experts in time management, as they have a lot on their plate at once. Executive assistants are able to meet deadlines by managing expectations, reprioritising when necessary, and setting sensible goals from the start.

• Adaptability – when plans don’t go as expected, an executive assistant should be able to keep a clear head and adapt to solve any new or anticipated problems. Flexibility is key!

• Collaboration – the ability to communicate and collaborate with all levels of the organisation is key for a successful executive assistant. The ability to build professional connections to make their and the executive’s life easier is crucial.

Searching for an executive assistant can be tough work – especially when you have the kind of workload that needs one! If you’re looking to hire an executive assistant or ready to make a career move, Attic can help! As one of London’s top recruitment agencies, we specialise in character-matching candidates and clients, forging partnerships that last. Place a brief with Attic Recruitment or submit your CV at our contact page.