what is an executive assistant?
An executive assistant is a clerical professional who assists high-level employees within businesses. In this role, you work with the executives you serve and get to know their personal preferences. What sets you apart from secretaries or administrative assistants is the people you report to. You work alongside CEOs, chairpersons and board members.
As an executive assistant, you are also a mediator, revising an executive's speeches, receiving phone calls and preparing publicity material. Your work enables the executive to focus on the core requirements of their job rather than day-to-day management tasks. You also act as the gatekeeper of your executive since you manage internal and external contacts. The role involves organizing appointments with colleagues and important clients and dealing with vendors.
Although you hold a subordinate role, you can advise your executive on important issues. Your direct access to internal policies and memos gives you valuable insights. You are in a position to manage team leaders, guide board members and keep your executive updated with new data. This role is also personal, calling for an awareness of the executive's private life. Hence, it requires integrity, discretion and confidentiality.
Would working as an executive assistant suit your organizational and administrative skills? Then read on to find out what competencies and qualifications you need to thrive in an executive assistant role.
executive assistant jobsaverage executive assistant salary
According to Job Bank, the average salary of an executive assistant is $60,336 per year, which translates to $30.96 hourly. Entry-level executive assistants with minimal responsibilities earn over $48,750 yearly. Your earnings gradually increase to over $86,016 annually when you have additional qualifications.
what factors affect the salary of an executive assistant?
Work experience and qualifications influence your earnings as an executive assistant. If you are new to the role, expect a lower salary than an executive assistant with extensive experience. When you have over five years of experience, you are an expert in the role and can negotiate a higher salary due to the expertise you bring to the organization.
The company you work for and the responsibility you handle also influence your earnings. For instance, when you are the chief of staff, your duties include attending meetings with department heads and performing other strategic planning duties. Hence, you earn more than executive assistants focusing on administrative duties. Working in a large company also boosts your earning potential compared to working for a small organization. A small company has limited resources and may not have extensive duties for executive assistants.
Would you like to know what an executive assistant earns? Where the highest salaries are paid for an executive assistant? Then download our Randstad salary guide and find out all about the salary of an executive assistant in Canada.
types of executive assistants
The types of executive assistants depend on the company and the tasks involved. Some of the types of executive assistants include:
- chief of staff: you handle small responsibilities to free the executive to perform other crucial roles. As the chief of staff, you handle recruitment functions on behalf of the executive. You attend meetings and lead strategic planning to free the executive. You also make sure the company runs smoothly without the executive by collaborating with department heads to ensure efficiency.
- personal assistant: as a personal assistant, you support the executive by handling tasks in their personal life. Your duties range from running errands, organizing their household and planning events. You help create a work-life balance for your employer.
working as an executive assistant
As an executive assistant, you work in various industries, helping executives. Here are the duties, tasks and work environments of executive assistants.
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what does an executive assistant do?
Key tasks of an executive assistant include:
- managing an executive's calendar and schedule: you are the gatekeeper, responsible for strategically managing the CEO's time. You plan their schedule based on their goals and priorities. You record meetings and create a working calendar to ensure the senior manager has time for all the appointments.
- receiving phone calls and managing emails: you manage all communication with the senior executive. That includes picking up phone calls on their behalf and organizing their email. You also organize their correspondence in order of priority.
- planning and facilitating meetings: your core responsibility involves planning and facilitating meetings, from client appointments to upper management meetings. You set up in-person or virtual meetings by finding the appropriate time for all parties and preparing the executive for the meetings. During meetings, you record the proceedings and transcribe them for parties unable to attend.
- coordinating travel: as an executive assistant, you plan all travel for senior-level managers. You ensure a smooth travel experience by organizing flights, transportation and accommodation. You also prepare the itinerary and plan your schedule if you accompany the executive.
- conducting research: as an executive assistant, you conduct research on behalf of the executive. For instance, you research various topics before a meeting and create a report for the executive. You also keep important information on hand during meetings to improve efficiency.
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work environment of an executive assistant
Executive assistants work primarily in an office environment. You can work alone, but being cooperative and collaborative with other office staff is part of your job. Your usual workplace depends on your executive's location. The travel plans you organize enable you to see the world. You may also work remotely or from home. Expect to interact with all executive staff members as a go-to person from whom they derive information. Since you work alongside top-level executives, you maintain strict professionalism and always wear business attire.
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who are your colleagues?
As an executive assistant, you work with different department heads and members of the administrative departments. For instance, you may work with administrative assistants, office managers and customer service representatives. You also work with managers in charge of various projects, including operations managers, construction project managers, production supervisors and HR managers. You may also work with accountants, bookkeepers and developers.
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executive assistant work schedule
The executive members of your company work full-time. Your schedule will be adaptable to the needs of the executive, and some of your work may fall outside ordinary business hours. You have weekends off if your staff can meet the routine needs of your office.
Your role is an executive one, and only some people reach this level with flexibility. Thus, the time you invest in your job has the potential to overlap with your personal life. Top performers accept some inconveniences when giving their all to the job.
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career opportunities as an executive assistant
The job outlook for executive assistants is good due to the competitive nature of corporate and executive workloads. Top-level executives find it easier to maximize their productivity with someone helping them handle the smaller tasks. Businesses with executive branches weather economic storms better than small to midsize businesses. The strength of an executive team ensures career opportunities in various economic conditions. Your earnings also increase over time. The longer you hold a position as an executive assistant, the more money you can demand. You work with a single person or lead an entire group in your career.
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advantages of finding a job as an executive assistant through randstad
Working with Randstad offers you a range of benefits.
- always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
executive assistant skills and education
Some of the requirements of an executive assistant are:
- education: after completing secondary school, pursue a bachelor's degree in business, public administration and management. Sometimes, you require a degree in a relevant field to work in the role. For instance, working in manufacturing or technical fields requires an engineering or manufacturing background.
- experience: when you complete your education, ensure you gain work experience through internships. Gaining administrative skills helps you excel in the role. For instance, consider becoming an administrative assistant to learn new skills that prepare you for the executive assistant role.
competencies and characteristics of executive assistants
Some of the qualities of an executive assistant include:
- time management skills: as an executive assistant, time management and organization skills are valuable. These skills allow you to support your employer by organizing their calendars, work schedules and travels. You require time management skills to create and keep deadlines, set milestones, and prioritize tasks.
- communication skills: as an executive assistant, you require strong verbal and written communication skills. The skills are valuable for proofreading documents and writing correspondence. Communication skills are crucial for phone etiquette as you speak with many clients.
- adaptability: the work of an executive assistant is dynamic and requires flexibility to adapt to various situations. Sometimes, you work outside standard business hours. Hence, you should be adaptable to the changing work schedules efficiently.
- discretion and confidentiality: as an executive assistant, you handle sensitive information and sometimes run errands related to an executive's personal life. You are expected to handle your duties with discretion and maintain confidentiality.
- computer skills: as an executive assistant, you rely on computers and office software to plan, schedule and manage office operations. You need basic computer skills and efficiency in handling office equipment.
- research skills: as an executive assistant, you conduct research on behalf of the executive. Hence, you require research skills to create reports and presentations for meetings or conferences.
FAQs about executive assistant jobs
Here, you will find the answers to the most frequently asked questions about the profession of an executive assistant.
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what is the main role of an executive assistant?
As an executive assistant, you manage the work schedule and communication of executives in your company. You prioritize emails to be attended to and transcribe phone calls for your executive. The role also involves organizing meetings and business events on behalf of the executive. You work with department heads and attend meetings to ensure efficiency in the company.
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how much is an executive assistant paid?
As an executive assistant, you earn an average salary of $60,366 per year or $30.96 per hour. The earnings fluctuate depending on your experience and qualifications. You earn a lower salary in an entry-level position since you have minimal qualifications and skills. As your skills improve, you earn more. The location also influences your earnings due to the changes in demand and cost of living.
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is executive assistant a high-level job?
Due to the seniority of the executives you work with and the demanding nature of the role, an executive assistant position is considered senior. You work with department heads and take up various duties, like recruitment and strategic planning, on behalf of the executive. With the level of seniority, it comes with additional qualifications and complex duties.
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is being an executive assistant a hard job?
Working as an executive assistant can be challenging, often depending on the needs of the executive you work for. In addition to a lot of travelling, your job often involves long hours of sitting and working on your computer.
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what are the important skills of executive assistants?
As an executive assistant, you require multitasking skills and the ability to prioritize tasks. You also need time management skills to handle various duties for the executive.
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how do I find a job as an executive assistant?
Finding a job near you as an executive assistant is easy. Search our job offers. Have you found what you're looking for? Then submit your application using the ‘Apply’ button top right on the page. No jobs available right now? Send us your resume and we'll pass it on to a recruiter who will contact you if an opportunity opens up for you.
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