What Does an Executive Assistant Do? Roles and Responsibilities

Ever wondered what keeps top executives on track and at the peak of their game? 

Meet the unsung heroes of the corporate world: executive assistants (EAs). These professionals are vital in ensuring that executives can focus on their strategic responsibilities without getting bogged down by administrative tasks.

Without the help of executive assistants, the efficiency and productivity of top executives would significantly decline–and that would have a negative impact on the rest of the organisation. 

So, what exactly does an executive assistant do day-to-day, and why are they so important to business success? 

What is an executive assistant? 

An executive assistant (EA) is a high-level administrative professional who provides support to executives or senior managers in an organisation. The role is crucial in managing the executive’s workload, allowing them to focus on strategic initiatives and critical decision-making processes. 

Unlike general administrative assistants, EAs often handle more complex tasks and work closely with top executives, offering higher-level support. While administrative assistants might focus on routine tasks like filing and data entry, executive assistants manage intricate schedules, coordinate critical projects, and serve as a key communication hub for their executive. 

This allows executives to engage in high-level planning and leadership activities, essential for the seamless operation of the overall organisation. 

Want to learn more about being an executive assistant? Read our blog! 

Key responsibilities of an EA

Administration tasks

Scheduling

Imagine juggling a dozen balls at once–that’s what managing an executive’s calendar is like for an EA. They schedule meetings, coordinate with multiple parties, and ensure there are no conflicts. It’s more than just filling in time slots; it’s about understanding priorities, setting reminders, and making quick adjustments as plans change. 

Travel arrangements

Booking flights, hotels, and transportation for business trips might sound straightforward, but EAas make it an art form. They craft detailed itineraries, align travel plans with the executive’s busy schedule, and handle last-minute changes with ease. Whether it’s finding the best flight deals or ensuring a smooth check-in process as the hotel, they take care of every detail. They even manage travel expenses and process reimbursements, turning what could be a logistical nightmare into a seamless, stress-free experience for their executive. 

Project management

Project coordination

Think of EAs as the directors behind the scenes of a movie production. Often, they oversee specific projects, ensuring they are completed on time and within budget. They coordinate team efforts, track progress, and manage resources to keep everything running smoothly. With their keen eye for detail and exceptional organisational skills, they make sure every project milestone is met and that the final outcome exceeds expectations. 

Meeting prep

EAs prepare agendas, compile reports, and ensure that executives have all necessary info before meetings. They gather data, create presentations, and organise documents so that executives can walk into the room ready to lead. With everything in place, the executive can focus on the discussion, knowing they have all the background information and resources at their fingertips. 

Office management

Efficiency maintenance

Think of EAs as the conductors of an orchestra, ensuring every instrument plays in harmony. They keep the office running smoothly by managing supplies, coordinating with other departments, and overseeing office maintenance. Whether it’s ordering supplies, scheduling repairs, or streamlining workflows, they ensure that everything functions seamlessly. Their proactive approach keeps the office environment efficient and productive, allowing everyone to perform at their best. 

Document management

EAs organise and maintain files and records, meaning good attention to detail is essential. They make sure documents are easily accessible, securely stored, and meticulously organised. From managing digital files to keeping confidential information safe, they handle it all with precision and care. Their efforts mean that important info is always at hand, allowing the executive and team to access what they need, when they need it, without any hassle. 

Communication hub

Liaison role

EAs are the vital link that connects the executive with both internal and external parties. They act as a bridge, managing communication and ensuring messages are conveyed accurately. Whether coordinating with department heads, clients, or stakeholders, they facilitate smooth and effective communication. Their ability to understand and prioritise tasks and messages ensures the executive is always in the loop and that important info flows seamlessly between all parties involved. Good communication skills are crucial! 

Correspondence management

Handling emails, phone calls, and other forms of communication is a central part of an EAs role. They often respond on behalf of the executive, prioritising messages and drafting replies to ensure timely and appropriate responses. By managing the executive’s correspondence, they filter out the noise and bring attention to the most critical issues. Their careful handling of communications keeps the executive’s inbox manageable and ensures that no important message goes unnoticed. 

Essential executive assistant skills

Hard skills

1. Technical proficiency: In Microsoft Office suite, scheduling software, project management tools, database management systems, and video conferencing platforms.
2. Document management: Including both digital and physical filing systems, document preparation and formatting, data entry and database management, and management of records and archives. 
3. Travel coordination: Making bookings, planning travel itineraries, and handling travel expenses and reimbursements. 
4. Financial management: Tracking budget and expenses, basic accounting, and processing invoices.
5. Office management: Supply chain management, office equipment maintenance, and vendor coordination. 
6. Research: Information gathering, market research, and preparing briefing materials. 
7. Event planning: Organising corporate events and meetings, coordinating logistics and catering, managing guest lists and RSVPs. 

Soft skills

1. Communication: Particularly when it comes to email management, report writing, and presentation prep. 
2. Time management skills: Calendar management, meeting scheduling and coordination, and prioritising tasks and deadlines. 
3. Discretion and confidentiality: Handling sensitive information with care, and maintaining confidentiality. 
4. Organisation: Attention to detail, a systematic approach to managing tasks and documents, and effective file and record keeping. 
5. Problem-solving: Quick thinking, proactive troubleshooting, and creative solutions to unexpected challenges. 
6. Adaptability: Handling changing priorities, remaining calm under pressure, and adjusting to new tasks and environments. 
7. Interpersonal skills: Building strong professional relationships, networking and collaboration, diplomacy and tact. 

Upskill today and start your EA career

Ready to make a difference and support top executives in reaching their goals? Consider a career as an EA. Dive into our online business administration courses and equip yourself with the skills and qualifications needed to excel in this dynamic and rewarding role. 

Become the backbone of successful businesses–explore our online business courses and get started.