How to write an Executive Assistant job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Executive Assistant job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Executive Assistant job titles

    Executive Assistant
    Senior Executive Assistant
    Personal Administrative Assistant
    Executive Assistant (Full-Time)
    Executive Administrative Assistant

Executive Assistant job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of an Executive Assistant job summary

Our company is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritising tasks in a fast-paced corporate environment. This is an excellent opportunity to join a growing company with competitive compensation.

Executive Assistant responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

Examples of Executive Assistant responsibilities

    Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
    Prepare internal and external corporate documents for team members and industry partners
    Schedule meetings and appointments and manage travel itineraries
    Arrange corporate events to take place outside of the workplace, such as golf tournaments, fundraising events and staff appreciation events
    Maintain an organised filing system of paper and electronic documents
    Uphold a strict level of confidentiality
    Develop and sustain a level of professionalism among staff and clientele

Executive Assistant qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Executive Assistant skills

    Minimum of 4+ years of experience as an Executive Assistant reporting directly to senior management
    Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software
    Proficiency in collaboration and delegation of duties
    Strong organisational, project management and problem-solving skills with impeccable multi-tasking abilities
    Exceptional interpersonal skills
    Friendly and professional demeanour

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