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 representing typical tasks they are likely to perform in their roles.

  • 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.

Some of the skills we found on executive administrative assistant resumes included "powerpoint," "customer service," and "phone calls." We have detailed the most important executive administrative assistant responsibilities below.

  • Interpersonal skills can be considered to be the most important personality trait for an executive administrative assistant to have. According to a executive administrative assistant resume, "secretaries and administrative assistants interact with clients, customers, or staff" executive administrative assistants are able to use interpersonal skills in the following example we gathered from a resume: "possess professional conflict resolution and crisis intervention skills, excellent interpersonal, communication, data entry and writing skills. "
  • Another commonly found skill for being able to perform executive administrative assistant duties is the following: organizational skills. According to a executive administrative assistant resume, "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." Check out this example of how executive administrative assistants use organizational skills: "performed office duties including phone operations, data entry, filing and created organizational systems for effective and manageable work -flow. "
  • Another skill that is quite popular among executive administrative assistants is writing skills. This skill is very critical to fulfilling every day responsibilities as is shown in this example from a executive administrative assistant resume: "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. "
  • See the full list of executive administrative assistant skills.

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    What Executive Secretarys Do

    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.

    In this section, we take a look at the annual salaries of other professions. Take executive secretary for example. On average, the executive secretaries annual salary is $1,929 higher than what executive administrative assistants make on average every year.

    While their salaries may differ, one common ground between executive administrative assistants and executive secretaries are a few of the skills required in each craft. In both careers, employees bring forth skills like powerpoint, calendar management, and payroll.

    As far as similarities go, this is where it ends because an executive administrative assistant responsibility requires 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." So if you're looking for what truly separates the two careers, you've found it.

    Executive secretaries tend to make the most money in the government industry by averaging a salary of $55,053. In contrast, executive administrative assistants make the biggest average salary of $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.

    What Are The Duties Of an 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.

    The next role we're going to look at is the administrative support profession. Typically, this position earns a lower pay. In fact, they earn a $6,973 lower salary than executive administrative assistants per year.

    While the salary may be different for these job positions, there is one similarity and that's a few of the skills needed to perform certain duties. We used info from lots of resumes to find that both executive administrative assistants and administrative supports are known to have skills such as "powerpoint," "customer service," and "phone calls. "

    In addition to the difference in salary, there are some other key differences that are 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, a administrative support might be skilled 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 side of things, executive administrative assistants receive higher paychecks in the technology industry where they earn an average of $50,432.

    When it comes to the differences in education between the two professions, 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.

    How an Executive Assistant To President Compares

    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 third profession we take a look at is executive assistant to president. On an average scale, these workers bring in higher salaries than executive administrative assistants. In fact, they make a $11,934 higher salary per year.

    By looking over several executive administrative assistants and executive assistant to presidents resumes, we found that both roles utilize similar skills, such as "powerpoint," "calendar management," and "payroll." But beyond that the careers look very different.

    As mentioned, these two careers differ between other skills that are required for performing the work exceedingly well. For example, gathering from executive administrative assistants resumes, they are more likely to have skills like "customer service," "phone calls," "data entry," and "purchase orders." But a executive assistant to president might have skills like "meeting materials," "press releases," "executive committee," and "confidential nature."

    Interestingly enough, executive assistant to presidents earn the most pay in the finance industry, where they command an average salary of $68,594. As mentioned previously, executive administrative assistants highest annual salary comes from the technology industry with an average salary of $50,432.

    When it comes to education, executive assistant to presidents tend to earn similar education levels than 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.

    Description Of a 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.

    The fourth career we look at typically earns higher pay than executive administrative assistants. On average, coordinator/executive assistants earn a difference of $19,264 higher per year.

    While their salaries may vary, executive administrative assistants and coordinator/executive assistants both use similar skills to perform their jobs. Resumes from both professions include skills like "powerpoint," "data entry," and "calendar management. "

    Each job requires different skills like "customer service," "phone calls," "presentation materials," and "administrative assistance," which might show up on an executive administrative assistant resume. Whereas coordinator/executive assistant might include skills like "press releases," "background checks," "event coordination," and "facebook."

    Coordinator/executive assistants earn a higher salary in the finance industry with an average of $84,175. Whereas, executive administrative assistants earn the highest salary in the technology industry.

    The average resume of coordinator/executive assistants showed that they earn similar levels of education to executive administrative assistants. So much so that the likelihood of them earning a Master's Degree is 1.2% more. Additionally, they're less likely to earn a Doctoral Degree by 0.2%.

    What an Executive Administrative Assistant Does FAQs

    What's The Difference Between An Administrative Assistant And An Executive Assistant?

    The difference between an administrative assistant and an executive assistant is the level of support that they are providing. A helpful way to think about this is that an administrative assistant provides task management, while an executive assistant is an expert in project management.

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