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Executive Assistant Job Description: Top Duties and Qualifications

Edited by Indeed Employer Content Team
Last updated 16 July 2025
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An executive assistant provides administrative support to a company’s executive team. Their duties include organising senior management’s personal and work schedules, handling phone calls, running errands and making travel arrangements.

Executive assistant duties and responsibilities

An executive assistant’s duties and responsibilities typically include the following:

  • Handling incoming and outgoing phone calls, emails and correspondence for the executive
  • Organising the executive’s daily schedule and meetings, including booking meeting rooms as required
  • Making travel arrangements
  • Preparing presentations and reports
  • Managing office documentation and organisation
  • Delegating administrative tasks to other secretarial or admin staff

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Executive Assistant Job Description Examples:

Example 1

The Role

The ideal candidate will provide top-level assistance for high-level executives. They should be well-organized and comfortable scheduling meetings, drafting MOMs and responding to emails on the executives' behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

  • Provide EA support to CEO.
  • Making travel arrangements for CEO, Executives, and local staff.
  • Manage calendars, schedule meetings, recording action items and doing follow ups.
  • Working closely with central HR team for Staff engagement activities.
  • Onboardings and training of new hires.
  • Managing building maintenance and vendors.
  • Managing IT set up for new staff.
  • Month end Credit card reconciliations.
  • Ordering office supplies.

    Qualifications

  • Bachelor's degree and relevant experience of 5+ years.
  • Proficient in Microsoft Office suite.
  • Experience in managing multiple priorities, administrative coordination, and logistics.
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
  • Strong written and verbal communication skills.

    Job Type: Part-time
    Part-time hours: 24 per week

    Salary: $50,000.00 $60,000.00 per year

    Schedule:
  • 8 hour shift



    Application Question(s):
  • What is your current CTC?
  • What is your expected CTC?
  • What is your notice period?

    Work Authorisation:
  • Australia (Required)

    Ability to Commute:
  • Chatswood, NSW 2067 Location: In person

    • Example 2

    About Us

    OZLF is part of the 4C Group and is an innovative, fast-growing company nationally specialising in the provision of container logistics staffing solutions. Our multiple clients are some of the biggest and most reputable in the cold storage sector globally. With the backing of a growing business and a supportive and inclusive environment, an opportunity has arisen for an experienced EA/Customer Service Officer to join our team.

    About the Role

    Based at our head office in Murarrie, this key role will provide support to our Managing Director, CEO, and wider team with duties including:
  • Representing the MD and CEO in a professional and trusted manner
  • Building effective working relationships with customers, colleagues, and management
  • Answering or directing enquiries for the CEO and MD to the relevant department
  • Providing support within a variety of departments
  • Maintaining executive confidence and protect operations by keeping relevant information confidential

    Whist this is a full time role, flexible working conditions that suit school hours will be considered.

    About You

    When it comes to our clients, our service standards are high, so you ll be a natural when it comes to communication and building strong relationships. Your ability to manage competing priorities and your keen eye for detail will allow you to gain exposure and opportunity across different areas of the business. You will also have:
  • Exceptional customer service
  • Impeccable time management and organisational skills, with the ability to manage multiple demands and work to deadlines
  • Tact, discretion and impartiality where circumstances require
  • A positive attitude with a focus on continual improvement
  • Strong computer literacy skills
  • Strong communication skills, both written and verbal

    What s Next?

    To apply, click the link and upload your current resume. To find out more about us, visit our websites at:

    [website]

    [website]

    Job Types: Full-time, Permanent

    Salary: $60,000.00 $70,000.00 per year

    Schedule:
  • Day shift
  • Monday to Friday

    Ability to commute/relocate:
  • Murarrie QLD: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Executive Assistant: 1 year (Preferred)
  • customer service: 3 years (Preferred)

    Work (Required)

    • Example 3

    Join Us and Make a Difference at Villaggio Sant'Antonio!

    Do you thrive in a fast-paced environment and have a passion for making a real difference in people's lives?

    Villaggio Sant'Antonio is seeking a highly organised and motivated Executive Assistant to join our team and provide exceptional administrative and operational support to the General Manager (GM) and the executive team.

    In this pivotal role, you will play a key role in:
  • Ensuring the smooth and efficient day-to-day operations of the GM's office.
  • Contributing to a welcoming and positive first impression for potential residents and their families.
  • Managing the GM's calendar, travel arrangements, and correspondence.
  • Providing administrative support to the broader executive team.

    What you'll bring:
  • Minimum of 2-3 years of experience as an Executive Assistant or similar administrative role.
  • Strong organisational skills with a keen eye for detail.
  • Excellent communication, interpersonal, and time management skills.
  • Proficiency in Microsoft Office Suite and other relevant software programs.
  • Ability to work independently and take initiative.
  • Discretion and professionalism in a fast-paced environment.
  • Knowledge of the Australian Aged Care Quality Standards (ACQSC).
  • Current Working with vulnerable people card (Desirable)
  • Experience working in an aged care setting (Desirable)

    What we offer:
  • The opportunity to make a real difference in the lives of our residents.
  • A supportive and collaborative work environment.
  • Competitive salary and benefits package.
  • A commitment to professional development and growth.

    At Villaggio Sant'Antonio, we are passionate about providing exceptional care to our residents. This role directly contributes to achieving the highest quality of life for them.

    If you are a highly motivated and organized individual with a passion for service, we encourage you to apply!

    We are an equal opportunity employer and value diversity at our workplace.

    Please note that only shortlisted candidates will be contacted.

    Job Types: Full-time, Permanent

    Pay: $24.04 – $32.84 per hour

    Expected hours: 37.5 per week

    Benefits:
  • Maternity leave
  • Parental leave
  • Salary packaging
    Schedule:
  • Monday to Friday
  • No weekends



    Experience:
  • Executive Assistant: 1 year (Preferred)

    Language:
  • English (Preferred)

    Work Authorisation:
  • Australia Location: In person

    • Example 4

    Our client is at the forefront of technological innovation and strategic growth in the software industry. With a solid foundation built over 12 years and a clear vision for the future, they are expanding their reach into new ventures and markets. Their commitment to excellence drives them, and they are seen as a innovative organisation and culture.

    Opportunity:

    Due to expansion, they now need an Executive Assistant who will be instrumental in supporting their Chief Strategy Officer (CSO). This role is perfect for someone who wants to work for an organisation where they can learn, grow and is passionate about contributing to an organisations overarching vision. A varied role with your work being key in enabling strategic decisions, managing projects, and ensuring the CSO can focus on high-value tasks for the group.

    This role is a full-time hybrid role.

    Your Role:

    · Provide essential support to the CSO and C-suite when needed, assisting with a diverse range of tasks to maximise efficiency.

    · Help initiate and implement tasks, driving projects to completion with guidance from the CSO and team.

    · Manage specific projects independently, with backup and direction as necessary.

    · Contribute to special projects, ensuring tasks are connected and prioritised.

    · Support high-end sales activities through documentation and administrative tasks.

    · Manage communications to ensure clarity and effectiveness.

    · Assist in organising and prioritising strategic initiatives, aligning projects with company goals.

    · Facilitate the planning and execution of meetings, events, and networking.

    · Continuously align with the CSO's ambitions to support and enhance objectives.

    You Are:

    · Highly organised and capable of managing multiple tasks and projects efficiently.

    · Someone with a "no task too small or too large" attitude.

    · Exceptional in communication skills, both written and verbal.

    · Proactive and enthusiastic, with a strong sense of initiative.

    · A strategic thinker, ready to anticipate needs and offer solutions.

    · Inspired by the challenge of making a significant impact in a growing company.

    · Someone eager to grow, learn, and collaborate.

    · Highly adaptive to the changes and priorities in a growing business.

    This role would suit someone keen to develop their skills as an Executive Assistant and move to the next level

    If this all sounds like you and you're excited about making a real impact, we'd love to hear from you and please click on the Apply button. Or if you have any questions please don't hesitate to contact us on [website] We look forward to hearing from you soon !

    Job Types: Full-time, Permanent

    Pay: $50,000.00 – $75,000.00 per year

    Schedule:
  • Monday to Friday
    Supplemental pay types:
  • Bonus



    Work Authorisation:
  • Australia Location: Hybrid remote in Unley, SA 5061

    • Example 5

    Short term contract to cover leave

  • Executive Assistant / Personal Assistant
  • Office Manager
  • Start date: 25 September

    We are seeking an experienced EA/PA with extensive diary management and all round skills to join our team. This is an office-based role working in modern offices in North Geelong.

  • Co-ordinate diaries and organise meetings
  • Attend meetings, take minutes and distribute all applicable papers as required
  • Ensure ExCo members remain aware of, and in time for, their daily meeting commitments Monitor incoming mail and e-mail,
  • Use discretion and refer urgent matters to the appropriate person
  • Co-ordinate all travel arrangements, both domestic and international for allocated functions
  • Maintain records, registers and filing of reports, correspondence and related material
  • Invoice and coding
  • Prepare materials for both internal and external meetings

    Office Coordination activities for the Geelong office including:

  • Ordering office supplies
  • Dealing with suppliers and stakeholders
  • Attending to visitors as required

    You will bring:

  • Previous PA/EA experience at a senior level
  • Experience in working with others in an EA functional environment
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills
  • Ability to develop and sustain cooperative working relations with all members of staff
  • Advanced skills with Windows and Microsoft Office Products
  • Fast, accurate typing skills (70 wpm)
  • Ability to work unsupervised
  • Strong attention to detail

    We will offer you:

  • A lovely working environment
  • Supportive ExCo team who really value you
  • Support from our EA team
  • Ability to work as a team and autonomously.

    If you would like to know more apply now as we are interviewing immediately.

    Job Types: Full-time, Casual

    Salary: $45.00 $50.00 per hour

    Expected hours: 38 per week

    Schedule:
  • 8 hour shift
  • Monday to Friday
  • No weekends
    Supplemental pay types:
  • Overtime pay



    Ability to commute/relocate:
  • North Geelong, VIC 3215: Reliably commute or planning to relocate before starting work (Required)

    Application Question(s):
  • Ability to work from our North Geelong offices Mon- Fri

    Experience:
  • EA/PA: 3 years (Preferred)
  • Microsoft Office: 3 years (Preferred)

    Work Authorisation:
  • Australia (Required)


    Work Location: In person


    Application Deadline: Start Date: 25/09/2023

    • Example 6

  • $120,000 + Superannuation
  • Have a front row seat to the technological advancement of the fintech world
  • Sydney CBD | Modern and cutting-edge offices in the heart of the CBD

    What makes this company unique?

    Join this forward-thinking fintech company that stands at the intersection of finance and cutting-edge technology. What sets them apart is their unwavering commitment to revolutionizing traditional financial services through innovative solutions. Their team of industry experts and tech visionaries collaborates seamlessly, fostering an environment where diverse perspectives lead to groundbreaking outcomes. By harnessing the power of data analytics, artificial intelligence, and blockchain technology, they are reshaping the way financial transactions are conducted. Their agile approach allows them to adapt swiftly to market changes and create personalized experiences for their clients. If you're passionate about being part of a fintech revolution that's driving financial inclusion and efficiency, we welcome you to contribute your skills and ideas to this exceptional team!

    What is unique about you?

    As an Executive Assistant to a CEO of a FinTech organisation you will need to be ahead of your game and on top of the world of technological change. Your skills will not just complement but enhance this company s processes. Your track record of providing seamless support to high-level executives in fast-paced environments aligns perfectly with the demands of this dynamic industry. Your aptitude for navigating complex calendars, orchestrating high-stakes meetings, and upholding utmost confidentiality will ensure this Executive s leadership receives unparalleled assistance. With your strong communication skills, both written and verbal, coupled with your keen attention to detail, you are well-equipped to excel in this role. Moreover, your ability to adapt swiftly to evolving situations and leverage technology to streamline operations perfectly aligns with their fintech ethos. If you're ready to contribute your exceptional skills to an organisation that's shaping the future of finance, we invite you to apply and be part of this transformative journey.

    A snapshot of your role .

  • Manage complex calendars, appointments, and scheduling for the CEO, coordinating and organising high-level meetings including logistics, materials, and follow-ups
  • Prepare and edit documents, presentations, and reports for the CEO
  • Act as a liaison between the CEO and internal/external stakeholders, maintaining clear communication
  • Conduct research, gather data, and compile relevant information to facilitate decision making
  • Monitor and manage the CEO s inbox, flagging important items and responding when appropriate

    If this sounds like your dream role, please apply now for immediate consideration!

    How to apply

    Click Apply, email your resume in Word format to [website] or call (02) 9002 0222. We will be in touch with shortlisted applicants.

    We believe in seeing everyone s unique potential and would love to hear from you!

    As Sydney s leading boutique recruiter (and we like to think favourite!) we specialise in administration and office support recruitment. We recruit Executive and Personal Assistants, EAs at C-Suite, Team Assistants, Receptionists, Office Managers, and more for temporary, contract and permanent positions. By applying for this job, you have the opportunity to secure this role or any of our other fantastic roles! You will also have access to all our free exclusive EST10 Masterclasses and blogs!

    Job Type: Full-time

    Salary: $110,000.00 $120,000.00 per year



    Application Question(s):
  • Which of the following best describes your right to work in Australia: Australian Citizen/Permanent Resident, Working Holiday Visa, Student Location: In person

    • Example 7

    Hey there, we re PEXA!
    We know you ll Google us before applying, so let s keep this brief. PEXA pioneered an electronic lodgement solution that simplifies property transactions we re a national online property settlements platform. Since starting life in 2010, we now employ a team of 450 people working across Australia. Today, we help 20,000 families settle their property safely each week.

    Our passion and customer focus has resulted in awards or recognition of our products, services, culture, commitment to innovation and member experience in recent years. We re still expanding at a rapid rate and we re constantly striving to deliver superior property experiences to all Australians.

    *
    Why become a PEXArian?*
    Great question! Being a PEXArian is so much more than just a job. We re a passionate, motivated and unashamedly enthusiastic bunch at PEXA we love what we do and we re proud to admit it! Creating brilliant experiences for our members and their clients wouldn t be possible without ensuring we deliver an exceptional employee experience.

    Here s a snapshot of what your life at PEXA could look like:

    *
    Your growth: *
    We encourage you to hit your personal and professional learning and development goals with our tailored programs and tools.

    Your wellness:
    We care about your holistic wellbeing take advantage of our ergonomic environment, a fully stocked kitchen, four wellness days, a $250 wellness subsidy as well as lunch and learn sessions to support your financial wellbeing.

    Your work/life blend:
    We know that work is just one aspect of your life we want to help you create your ideal work/life blend, rather than squeezing in life around work.

    Your family:
    With a range of benefits aimed at supporting your family including access to a subsidised school holiday program, when we say, welcome to the family , we really mean it!

    *
    A day in the life: *

    This role provides executive level administrative support to the Group Chief Technology Officer and the Chief Data & Analytics Officer, including working directly with high-level external national and international stakeholders.

    Key Accountabilities:

    Executive Support:
  • Extensive diary management:
  • Manage all meetings for the Group Chief Technology Officer (CTO) and the Chief Data & Analytics Officer (CDAO)
  • Coordinate meeting logistics planning, scheduling sessions, booking rooms and external venues, inviting attendees (internal and external) and booking enabling virtual-technology tools etc
  • Work closely with the CTO and CDAO and take responsibility for scheduling various Committees, Team meetings, LT offsites/events, etc.
  • Prepare and review expense claims in accordance with company policy
  • Travel management flights, hotels and transfer management in accordance with company policy

    General:
  • Prepare and edit correspondence, presentations and other materials
  • Prepare executive/board communications
  • Work with CTO and/or CDAO on projects as needed
  • Liaise with other areas of the business for any regular company operational meetings/committees and where CTO and/or CDAO input is required
  • Support All company events such as the mid-year PEXA offsite and end-of-year team meeting and function
  • Provide additional support and assistance to other Executive Assistant(s) where needed

    Skills and Experience:

  • Previous experience as an executive assistant at C-suite level is desirable
  • Strong time-management/organisational skills and the ability to balance competing priorities
  • Outstanding interpersonal and communication skills (both written and verbal)
  • Exceptional Word, Excel and PowerPoint skills
  • Proven collaboration skills with the ability to establish and maintain strong working relationships with key stakeholders

    Key Attributes:

  • Ability to remain composed under pressure and be able to prioritise based on business impact
  • A high level of personal integrity and reliability
  • Independent and self-driven
  • High degree of emotional intelligence
  • Maintains confidential information
  • Superior attention to detail

    Sounds like you?
    We at PEXA are ready so if this role sounds like you apply Type: Full-time
    • Our mission

    Indeed’s Employer Resource Library helps businesses grow and manage their workforce. With over 15,000 articles in 6 languages, we offer tactical advice, how-tos and best practices to help businesses hire and retain great employees.

    Read our editorial guidelines

    What does an executive assistant do?

    An executive assistant works directly with a CEO, director or another member of an organisation’s senior management team. Their role is considered the interface between internal and external stakeholders and the executive they are supporting, as they decide which messages to pass on and which calls to put through.

    Executive assistants ensure the business runs smoothly by providing direct high-end clerical and administrative support. From scheduling meetings and other appointments to managing the paperwork in the office, an executive assistant oversees the entire administrative process to ensure the executive can focus on their tasks without needing to worry about organisational matters.

    Executive assistant skills and qualifications

    To succeed in the role, a successful executive assistant should have the following skills and aptitudes:

    • Highly organised with the ability to prioritise tasks as needed
    • Dynamic with advanced problem-solving skills
    • A people person with excellent communication skills
    • Discretion and ability to keep things confidential
    • Good computer skills and ability to write well
    • Some business and accounting skills

    Executive assistant experience requirements

    When hiring an executive assistant, long-standing experience can be beneficial as the role provides support to an organisation’s executive team. Most executive assistants work in more junior clerical or administrative roles first before progressing to the more senior executive assistant role, so they are likely to have a good level of relevant experience already.

    However, when considering a less experienced candidate, practical experience through internships or work placements can boost an applicant’s skills and may be something to look out for when hiring an executive assistant.

    Executive assistant education and training requirements

    There are no formal training or qualification requirements to work as an executive assistant in Australia. However, as an employer, it is advantageous to hire an executive assistant who has completed studies in business administration, accounting or a related field.

    When hiring an executive assistant, look for candidates who have completed Vocational Education and Training (VET) such as the Certificate III or IV in Business (Administration), a Certificate IV in Frontline Management or a university degree such as a Bachelor’s in Business Administration, Human Resources or Management. Another popular choice is a Graduate Certificate in Business Administration.

    Executive assistant salary expectations

    According to Indeed Salaries, the average salary for an executive assistant is $81,097 per year. This salary is fairly consistent across all Australian states and territories, with the exception of some higher-paid executive assistant roles being reported in Sydney’s CBD.

    Job description samples for similar positions

    There are several roles that are similar to an executive assistant. Take a look to see if you need to hire one of these specialists instead of an executive assistant:

    Executive assistant job description FAQs

    What is the difference between an executive assistant and a personal assistant?

    Executive assistants and personal assistants share some similar duties and responsibilities, but there are also some key differences between the two roles.

    Personal assistants usually support department heads and other managers who need clerical assistance, while an executive assistant supports executives and higher-ranking management team members. Executive assistants in organisations typically have more responsibility than personal assistants and take on a more visible role. This may include representing the executive at events or in meetings.

    There are also personal assistants who support individuals such as actors or other VIPs with their scheduling, especially concerning media appointments, and in their homes. This is a different type of role altogether.

    What makes a stand-out executive assistant?

    A great executive assistant is a skilled all-rounder with the right blend of technical, business and soft skills. In this role, people skills are as important as the ability to write well and be comfortable working under pressure with little direction. The most successful executive assistants are proactive and resourceful, with good judgement and excellent decision-making skills.

    Are lateral entrants suitable for the role of executive assistant?

    As no official qualifications are required to work as an executive assistant, there are no official barriers to entry. It’s true that most executive assistants start as secretaries or administrative assistants, but if an applicant from a different background has the right transferable skills from their previous role, they are likely to succeed. Lateral entrants with previous experience in business, sales or marketing, or even in human resources, are definitely worth considering.

    Hire your next Executive Assistant today

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