What does an executive administrative assistant do?
An executive administrative assistant is responsible for administering management support to the executive, especially on performing various administrative and clerical tasks. Executive administrative assistants' duties include receiving calls and responding to email queries, keeping accurate meeting records, managing internal and external travels and appointments, coordinating with company events, writing reports, and providing recommendations to improve the business operations. An executive administrative assistant must have comprehensive knowledge with task management tools and systems to ensure work accuracy and efficiency. This role also requires excellent time-management and multi-tasking skills to support the management's daily operations.
Executive administrative assistant responsibilities
Here are examples of responsibilities from real executive administrative assistant resumes:
- Format, edit, and manage the daily Visio blueprint documents for all software engineers.
- Assist SVP with managing transition to effectively disband correspondent department and close office.
- Orchestrate hotel special events and reservations; manage customer relations and provide exemplary to all customers.
- Manage and coordinate complex internal and external meetings and/or events via videoconferencing, WebEx and teleconference calls.
- Arrange domestic travel including airline reservations, grind transportation and accommodations.
- Perform accurate data entry and decrease backlog of proposals, proposal requests and future opportunities in Microsoft SharePoint
- Prepare reports, financial statements, and payroll -Responsible for confidential personnel information -dispatch drivers, plan and organize meetings
- Handle time reporting, payroll corrections and credit card reconciliation/payment.
- Organize and communicate interview meeting logistics to stakeholders and external parties.
- Coordinate all meetings for SVP, including scheduling and all necessary hospitality arrangements.
- Coordinate policy distributions and quality initiatives / projects via SharePoint document library management and website maintenance.
- Increase productivity through effective PowerPoint presentations, and assure proposals and contracts are accurate for internal clients.
- Plan seamless door-to-door international itinerary logistics, and reconcile expenses requiring currency and language conversions in a fast pace environment
- Design electronic file systems and maintain electronic and paper files as well as created PowerPoint presentations used for business development.
- Verify patient eligibility and confirm terms of insurance coverage and monitor appropriate handling of confidential files for patients and associates.
Executive administrative assistant skills and personality traits
We calculated that 12% of Executive Administrative Assistants are proficient in PowerPoint, Customer Service, and Phone Calls. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Executive Administrative Assistants that have these skills listed on their resume here:
- PowerPoint, 12%
Designed electronic file systems and maintained electronic and paper files as well as created PowerPoint presentations used for business development.
- Customer Service, 8%
Managed administrative team members, interceded as necessary to resolve problems, and delivered training on improving inefficiencies and customer service.
- Phone Calls, 6%
Provided administrative support including travel arrangements and conference room reservations, Answering/Screen phone calls and direct call as appropriate.
- Data Entry, 6%
Completed data entry, maintained and revised resumes for submission; coordinated interviews for IT Consultants and Business Professionals seeking placement.
- Calendar Management, 4%
Provided comprehensive administrative support to CEO and Senior Clinical Officers including calendar management, correspondence, meeting preparation, travel coordination.
- Payroll, 4%
Supported record keeping for department-wide staff attendance and payroll; administered monthly attendance reports to Human Resource Manager and Senior Management.
Common skills that an executive administrative assistant uses to do their job include "powerpoint," "customer service," and "phone calls." You can find details on the most important executive administrative assistant responsibilities below.
Interpersonal skills. To carry out their duties, the most important skill for an executive administrative assistant to have is interpersonal skills. Their role and responsibilities require that "secretaries and administrative assistants interact with clients, customers, or staff." Executive administrative assistants often use interpersonal skills in their day-to-day job, as shown by this real resume: "possess professional conflict resolution and crisis intervention skills, excellent interpersonal, communication, data entry and writing skills. "
Organizational skills. Another essential skill to perform executive administrative assistant duties is organizational skills. Executive administrative assistants responsibilities require that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." Executive administrative assistants also use organizational skills in their role according to a real resume snippet: "performed office duties including phone operations, data entry, filing and created organizational systems for effective and manageable work -flow. "
Writing skills. Another skill that relates to the job responsibilities of executive administrative assistants is writing skills. This skill is critical to many everyday executive administrative assistant duties, as "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." This example from a resume shows how this skill is used: "supported sales executives by writing proposals, scheduling appointments, and setting events. "
The three companies that hire the most executive administrative assistants are:
- JPMorgan Chase & Co.84 executive administrative assistants jobs
- American Express65 executive administrative assistants jobs
- General Motors53 executive administrative assistants jobs
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Compare different executive administrative assistants
Executive administrative assistant vs. Executive secretary
The primary role of executive secretaries is to provide clerical support to an executive or a high-level administrator. They are the ones who conduct the different administrative support tasks for executives which include managing the calendar of executives, answering phone calls, conducting research and sorting important files, preparing and proofreading monthly reports and industry documents that are relevant to the role of executives, and performing some bookkeeping activities such as invoice creation and office inventory tracking.
While similarities exist, there are also some differences between executive administrative assistants and executive secretary. For instance, executive administrative assistant responsibilities require skills such as "customer service," "phone calls," "data entry," and "human resources." Whereas a executive secretary is skilled in "office procedures," "expense reports," "secretarial support," and "hotel reservations." This is part of what separates the two careers.
Executive secretaries tend to make the most money working in the government industry, where they earn an average salary of $55,053. In contrast, executive administrative assistants make the biggest average salary, $50,432, in the technology industry.executive secretaries tend to reach similar levels of education than executive administrative assistants. In fact, executive secretaries are 0.3% less likely to graduate with a Master's Degree and 0.2% more likely to have a Doctoral Degree.Executive administrative assistant vs. Administrative support
Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries. Most of these duties revolve around supervising and distributing information within an organization. This typically includes taking memos, answering phone calls, and managing, storing, and organizing files. They are also responsible for receiving and sending correspondence and greeting customers and clients. Some administrative support may be required to have vast professional knowledge as their duties are more specialized than the others.
In addition to the difference in salary, there are some other key differences worth noting. For example, executive administrative assistant responsibilities are more likely to require skills like "calendar management," "presentation materials," "real estate," and "executive administrative support." Meanwhile, an administrative support has duties that require skills in areas such as "patients," "excellent organizational," "database management," and "basic math." These differences highlight just how different the day-to-day in each role looks.
Administrative supports may earn a lower salary than executive administrative assistants, but administrative supports earn the most pay in the technology industry with an average salary of $40,623. On the other hand, executive administrative assistants receive higher pay in the technology industry, where they earn an average salary of $50,432.Average education levels between the two professions vary. Administrative supports tend to reach similar levels of education than executive administrative assistants. In fact, they're 0.8% more likely to graduate with a Master's Degree and 0.2% more likely to earn a Doctoral Degree.Executive administrative assistant vs. Executive assistant to president
An executive assistant to the president is responsible for handling secretarial duties and other related administrative tasks directed to the organization's president. These executive assistants often join the president on corporate and client meetings and provide recommendations for company decisions and business opportunities. They also book company events, create reports, assist in corporate communications, respond to clients' inquiries and make requests on behalf of the president, and manage the president's daily schedule. An executive assistant to the president must have excellent time-management skills, as well as the ability to multitask to perform duties under minimal supervision.
The required skills of the two careers differ considerably. For example, executive administrative assistants are more likely to have skills like "customer service," "phone calls," "data entry," and "purchase orders." But a executive assistant to president is more likely to have skills like "meeting materials," "press releases," "executive committee," and "confidential nature."
Executive assistant to presidents earn the best pay in the finance industry, where they command an average salary of $68,594. Executive administrative assistants earn the highest pay from the technology industry, with an average salary of $50,432.When it comes to education, executive assistant to presidents tend to earn similar degree levels compared to executive administrative assistants. In fact, they're 2.0% more likely to earn a Master's Degree, and 0.3% more likely to graduate with a Doctoral Degree.Executive administrative assistant vs. Coordinator/executive assistant
Executive coordinators function as an executive or administrative assistant but with a higher level of responsibilities. Generally, the coordinators manage the office and other employees in the organization. They guide visitors, answer and route calls, and field interdepartmental communications. In most instances, they act as an intermediary between clients and executives and other employees. An executive coordinator needs to have good leadership qualities, knowledge of technology, communication skills, and skills in event planning and project management.
Updated January 8, 2025
