What does an executive administrator do?
An executive administrator is responsible for assisting the senior management staff in planning strategies and analyzing business decisions to achieve the company's goals and objectives. Executive administrators schedule meetings and handle appointments, as well as helping with the implementation of training and programs for the employees to reach their maximum operational potential and increase productivity to meet projects' demands and ensure the highest customer satisfaction. They must have exceptional time-management and organizational skills, especially on performing administrative and clerical duties as needed, as well as excellent communication skills to respond to clients' inquiries, concerns, and requests.
Executive administrator responsibilities
Here are examples of responsibilities from real executive administrator resumes:
- Manage grant funding from NIH, HRSA, and private foundations.
- Manage on-site nursing services deliver to patients; oversee billing and supervise on-site personnel.
- Manage day-to-day human resource functions: maintain HRIS database, conduct new employee orientation, and benefits administration.
- Manage 200 staff personnel (145 FTE's), consisting of 15 classifications, two unions and exempt personnel.
- Develop twitter marketing landing pages, manage and maintain social marketing sites, blogs, and constant contact marketing efforts.
- Achieve JCAHO accreditation for ambulatory care facilities.
- Compile and process data from new hire data entry to PowerPoint presentations to monthly reports for executive management.
- Disseminate and augment NIH and NSF grants, include NIH human subject ethics training/certification and HIPAA training.
- Perform accounting functions including general and payroll, preparation of financial statements, budget preparation and analysis.
- Maintain CMS compliance with Medicare regulations.
- Upload and troubleshoot course content in LMS.
- Work closely with staff in assisting with patient issues to avoid HIPAA violations.
- Sustain the supplies for the office, buying supplies from OfficeMax and other CSU approve websites.
- Ensure documentation is accurate, timely, and in compliance with CSU directives, policies and procedures.
- Proofread documents such as grants, to include formatting, proofreading, editing, and specification conformity.
Executive administrator skills and personality traits
We calculated that 10% of Executive Administrators are proficient in PowerPoint, Customer Service, and Expense Reports. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Executive Administrators that have these skills listed on their resume here:
- PowerPoint, 10%
Created spreadsheets and databases to manage and present information; Developed PowerPoint presentations and event planning materials for management.
- Customer Service, 9%
Updated Directory for internal monthly distribution throughout United HealthCare offices and acted as customer service liaison for executive level claim appeals.
- Expense Reports, 7%
Prepared travel expense reports for international and domestic travel including foreign exchange conversion and reconciliation of American Express reports.
- Office Procedures, 6%
Manage office procedure maintenance for growing non-profit organization; revised and draft new international grant contracts and policies.
- Payroll, 5%
Performed accounting functions including general and payroll, preparation of financial statements, budget preparation and analysis.
- Data Entry, 5%
Utilized customized computer applications for all data entry and retrieval.
Most executive administrators use their skills in "powerpoint," "customer service," and "expense reports" to do their jobs. You can find more detail on essential executive administrator responsibilities here:
Interpersonal skills. The most essential soft skill for an executive administrator to carry out their responsibilities is interpersonal skills. This skill is important for the role because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, an executive administrator resume shows how their duties depend on interpersonal skills: "interact with customers and employees using strong interpersonal and customer service skills. "
Organizational skills. Another essential skill to perform executive administrator duties is organizational skills. Executive administrators responsibilities require that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." Executive administrators also use organizational skills in their role according to a real resume snippet: "created entire organizational concept for office procedure and instituted an employee training program to attain greater efficiency. "
Writing skills. executive administrators are also known for writing skills, which are critical to their duties. You can see how this skill relates to executive administrator responsibilities, because "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." An executive administrator resume example shows how writing skills is used in the workplace: "assisted in writing and dissemination of press releases and aided in compiling and organizing press materials and press packs. "
The three companies that hire the most executive administrators are:
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Compare different executive administrators
Executive administrator vs. Administrative specialist
An administrative specialist is in charge of various clerical tasks to support supervisors and management staff. Their responsibility is to act as the main point of contact among clients through answering calls and responding to inquiries, managing schedules, arranging appointments and travel, addressing complaints and resolving internal issues, managing payroll, and keeping an organized database. Furthermore, an administrative specialist can also conduct research and analysis, prepare reports and other forms of documentation, and coordinate workflow in a particular area.
There are some key differences in the responsibilities of each position. For example, executive administrator responsibilities require skills like "calendar management," "presentation materials," "executive administrative support," and "executive support." Meanwhile a typical administrative specialist has skills in areas such as "patients," "travel arrangements," "database management," and "logistics." This difference in skills reveals the differences in what each career does.
Administrative specialists really shine in the technology industry with an average salary of $50,521. Comparatively, executive administrators tend to make the most money in the technology industry with an average salary of $58,323.administrative specialists tend to reach similar levels of education than executive administrators. In fact, administrative specialists are 3.0% less likely to graduate with a Master's Degree and 0.6% less likely to have a Doctoral Degree.Executive administrator vs. Administrative associate
An administrative associate is responsible for performing various tasks such as handling and processing paperwork, attending meetings and preparing minutes, responding to inquiries and other forms of correspondence, keeping accurate records, updating databases, and monitoring the company's financial activities. They also communicate with various department personnel, ensuring coordination should any important matter would arise. Furthermore, as an administrative associate, they are in charge of procuring supplies, implementing company policies, and supporting any staff members if needed.
In addition to the difference in salary, there are some other key differences worth noting. For example, executive administrator responsibilities are more likely to require skills like "office procedures," "presentation materials," "statistical reports," and "executive support." Meanwhile, an administrative associate has duties that require skills in areas such as "travel arrangements," "patients," "medical terminology," and "patient care." These differences highlight just how different the day-to-day in each role looks.
Administrative associates earn a lower average salary than executive administrators. But administrative associates earn the highest pay in the finance industry, with an average salary of $41,923. Additionally, executive administrators earn the highest salaries in the technology with average pay of $58,323 annually.In general, administrative associates achieve similar levels of education than executive administrators. They're 1.0% less likely to obtain a Master's Degree while being 0.6% less likely to earn a Doctoral Degree.What technology do you think will become more important and prevalent for executive administrators in the next 3-5 years?
Dr. Richard Huff Ph.D.
Assistant professor, assistant chair, Virginia Commonwealth University
As custodians of sensitive data, in many cases, there is a demand for a high level of trustworthiness to be earned by public officials. I would expect agencies will need to set a high bar for ethical standards and communicate them consistently. This will be particularly true for developing and using artificial intelligence (AI). While the future public servant will need a grounding in understanding, interpreting, and using data in meaningful ways, there will continue to be a critical need for ethical sensitivity and reasoning to ensure public policies and programs heed increasing demands for social equity and justice. Technology advancements are unavoidable for the foreseeable future and need to be harnessed and applied appropriately by professional, principled, and ethical public servants.
Executive administrator vs. Administrative aide
An administrative aide performs daily administrative support tasks in an office, helping to keep the workflow smooth and efficient. Their duties typically include organizing and disseminating documents, answering calls and correspondence, forwarding messages, greeting visitors and answering inquiries, and preparing and processing files. They may also participate in monitoring the inventory of office supplies, handling procurement requests when necessary. Furthermore, an administrative aide may also serve as the record-keeper of the office, updating databases in adherence to the company's policies and regulations.
The required skills of the two careers differ considerably. For example, executive administrators are more likely to have skills like "office procedures," "financial statements," "calendar management," and "human resources." But a administrative aide is more likely to have skills like "proofreading," "clerical support," "database management," and "front desk."
Administrative aides make a very good living in the utilities industry with an average annual salary of $40,662. On the other hand, executive administrators are paid the highest salary in the technology industry, with average annual pay of $58,323.administrative aides typically earn similar educational levels compared to executive administrators. Specifically, they're 2.5% less likely to graduate with a Master's Degree, and 0.1% less likely to earn a Doctoral Degree.Executive administrator vs. Administrator secretary
Administrator secretaries are assistants to managers or higher officers in charge of administrative tasks. Their responsibilities include liaising with an organization's internal departments and in communicating with the general public. They make arrangements and scheduling of meetings, events, and appointments. Sometimes, they assume tasks in clerical and administrative nature. It is also part of their job to work hand-in-hand with executives, managers, and any other personnel in corporations.
Updated January 8, 2025
