What does an executive office assistant do?
An executive office assistant is responsible for performing administrative and clerical duties to assist the senior executives with their business needs and concerns. Executive office assistants take phone calls on behalf of the executives, respond to clients' inquiries and concerns through electronic communication, schedule appointments, arrange business travels, support the executives in corporate meetings, review business transactions, and organize office documents. They also perform market research and data analysis for reference and act as a liaison between the employees and senior management.
Executive office assistant responsibilities
Here are examples of responsibilities from real executive office assistant resumes:
- Create and manage all listings on the MLS as well as all websites in regard to advertising.
- Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
- Support executive and director levels including travel arrangements, detailing agendas, expense reports and PowerPoint presentations.
- Charge with accountability for accounting and bookkeeping in QuickBooks on a daily basis.
- Prepare and track bills and vouchers for payment in QuickBooks process Medicaid and Medicare.
- Assist in full-cycle of the listing process for seller and buyer, including updating MLS listings.
- Organize and prepare agendas and compile data for meetings, make arrangements for classes, luncheon meetings, and room reservations.
- Conduct employee evaluation, payroll and commission calculation.
- Arrange travel schedule and reservations for executive management as needed.
- Coordinate meeting schedules and appointments, type reports, create PowerPoint presentations and maintain calendar of activities for executives.
- Design and facilitate weekly seminars target to patients and caregivers on themes such as work ethics, motivation and organizational development.
- Organize and file complete paperwork keeping employee information confidential and meeting HIPPA regulations.
- Redesign every business form containing HIPPA and sensitive information to increase clarity and effectiveness.
- Develop insurance pricing and procedures for Medicaid and Medicare as well as enlisting strategic suppliers and negotiating contract agreements.
Executive office assistant skills and personality traits
We calculated that 13% of Executive Office Assistants are proficient in PowerPoint, Expense Reports, and Payroll. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.
We break down the percentage of Executive Office Assistants that have these skills listed on their resume here:
- PowerPoint, 13%
Coordinated meeting schedules and appointments, typed reports, created PowerPoint presentations and maintained calendar of activities for executives.
- Expense Reports, 8%
Created and generated expense reports in domestic and foreign currency utilizing Concur expense reporting software.
- Payroll, 7%
Conducted employee evaluation, payroll and commission calculation.
- Financial Reports, 6%
Maintain office and electronic files that may be of a confidential nature such as financial reports or personnel information.
- Office Equipment, 5%
Coordinated annual association elections, involved in company-wide budgeting process and managed office supplies & office equipment.
- Meeting Minutes, 4%
Recorded meeting minutes and transcribed into memorandum for distribution to executive officers.
Common skills that an executive office assistant uses to do their job include "powerpoint," "expense reports," and "payroll." You can find details on the most important executive office assistant responsibilities below.
Interpersonal skills. To carry out their duties, the most important skill for an executive office assistant to have is interpersonal skills. Their role and responsibilities require that "secretaries and administrative assistants interact with clients, customers, or staff." Executive office assistants often use interpersonal skills in their day-to-day job, as shown by this real resume: "manage office functions economically, organize work, and maintain good interpersonal relations and communication with ministerial staff, and congregation. "
Writing skills. Another essential skill to perform executive office assistant duties is writing skills. Executive office assistants responsibilities require that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Executive office assistants also use writing skills in their role according to a real resume snippet: "communicated orally and in writing to upper level management. "
Organizational skills. This is an important skill for executive office assistants to perform their duties. For an example of how executive office assistant responsibilities depend on this skill, consider that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an executive office assistant: "maintained all department documentation for human resources including building organizational charts for underwriting in visio. ".
The three companies that hire the most executive office assistants are:
- JPMorgan Chase & Co.6 executive office assistants jobs
- Latham Pool3 executive office assistants jobs
- TED
3 executive office assistants jobs
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Compare different executive office assistants
Executive office assistant vs. Department assistant
A department assistant is responsible for performing administrative and clerical duties to support and ensure the smooth operations of an entire department. Department assistants manage meeting calendars, book travel appointments, assist with company events, respond to clients' inquiries and requests through phone calls or personal visits, update customer records, organize electronic files, create business proposals, and monitor supplies. A department assistant must have excellent organizational and communication skills, as well as the ability to multitask under minimal supervision.
While similarities exist, there are also some differences between executive office assistants and department assistant. For instance, executive office assistant responsibilities require skills such as "office management," "calendar management," "office operations," and "conference calls." Whereas a department assistant is skilled in "patients," "customer service," "data entry," and "purchase orders." This is part of what separates the two careers.
Department assistants tend to reach similar levels of education than executive office assistants. In fact, department assistants are 1.2% less likely to graduate with a Master's Degree and 1.5% less likely to have a Doctoral Degree.Executive office assistant vs. Executive assistant to executive director
An executive assistant to the executive director is responsible for performing administrative and clerical duties on behalf of the executive director to ensure smooth office operations. Executive director assistants manage the executive director's appointments, address the clients' inquiries and concerns, process business transactions, create reports, and monitor financial transactions. They also advise the executive directors on business decisions, as well as suggesting business opportunities to identify services that would increase the company's revenues and achieve profitability goals.
In addition to the difference in salary, there are some other key differences worth noting. For example, executive office assistant responsibilities are more likely to require skills like "expense reports," "front desk," "office space," and "customer complaints." Meanwhile, an executive assistant to executive director has duties that require skills in areas such as "data entry," "meeting agendas," "meeting materials," and "presentation materials." These differences highlight just how different the day-to-day in each role looks.
In general, executive assistant to executive directors achieve similar levels of education than executive office assistants. They're 0.8% more likely to obtain a Master's Degree while being 1.5% less likely to earn a Doctoral Degree.Executive office assistant vs. Assistant to executive vice president
Assistants to executive vice presidents are responsible for managing the day to day operation and administrative activities of the executive vice presidents. They have varied roles and responsibilities, which include organizing the workflow of the executive vice president, preparing for meetings, and monitoring schedule. They are also expected to respond to the electronic mail as per the VP's request, prepare papers and documents, and handle all aspects of the VP's vacation and travel. This position is essential in helping the VP manage and prioritize competing demands for attention and time.
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, an executive office assistant is likely to be skilled in "front desk," "office operations," "human resources," and "office space," while a typical assistant to executive vice president is skilled in "travel arrangements," "svp," "evp," and "hr."
Assistants to executive vice president typically earn similar educational levels compared to executive office assistants. Specifically, they're 1.3% less likely to graduate with a Master's Degree, and 1.9% less likely to earn a Doctoral Degree.Executive office assistant vs. Executive assistant to general manager
Even though a few skill sets overlap between executive office assistants and executive assistant to general managers, there are some differences that are important to note. For one, an executive office assistant might have more use for skills like "expense reports," "financial reports," "provides administrative support," and "word processing." Meanwhile, some responsibilities of executive assistant to general managers require skills like "svp," "vip," "executive committee," and "travel itineraries. "
In general, executive assistant to general managers hold similar degree levels compared to executive office assistants. Executive assistant to general managers are 1.8% less likely to earn their Master's Degree and 1.8% less likely to graduate with a Doctoral Degree.Updated January 8, 2025
