Executive Assistants: What Do They Do?

Are you a person who is well-organized and pays close attention to details? Are your written and oral communication skills exceptional? You might consider working as an executive assistant! Before you hop on to executive assistant courses, read this article first. 

What is an executive assistant?

Executive assistants assist senior executives in a firm or corporation with high-level administrative tasks. They do clerical work in the same way as administrative assistants or personal assistants do. Executive assistants, on the other hand, have more duties and responsibilities to fulfill.

What is the role of an Executive Assistant?

An executive assistant is a person’s ‘right hand,’ coordinating everything from personal schedules to executive board meetings for the individual they support. 

Accepting and making phone calls, maintaining files, organizing meetings, sending memos, creating and editing mail, accepting guests, evaluating incoming reports, and setting the executive’s daily agenda are just a few of the clerical activities they accomplish. They are familiar with using a computer and complex computer software packages that allow them to create and amend spreadsheets and keep track of expenditures.

The duty of an executive assistant is that of a ‘gatekeeper.’ They have complete control over which calls are sent to the executive, as well as which meetings are arranged, rescheduled, or canceled. When travel is required, they also coordinate flights and hotel reservations. 

To execute specific jobs that require teamwork, executive assistants frequently work closely with administrative assistants. Executive assistants manage and organize the work of other administrative assistants in some companies. 

An executive assistant may have a couple more assistants who lend a hand with the workload, depending on the structure and size of the firm. The executive assistant is usually in charge of overseeing their tasks and assigning them assignments as needed. Executive assistants frequently educate incoming administrative assistants since they have the most comprehensive awareness of the executive’s needs and the operation of the clerical staff. 

Are you cut out to be an executive assistant?

Being an executive assistant entails being a jack of all trades. Here are the top three skills that you need to excel at the job:

1. Tech savvy 

Administrative assistants with the technology ability to handle data entry, maintain team calendars, and prepare company reports are in high demand. Microsoft Office products, such as Excel, Word, PowerPoint, Outlook, and others, are essential. 

It’s also not uncommon for administrative assistants to assist with data entry into a CRM system, customer care platform, or virtual help desk. In order to perform the work, you must have a deep understanding of computer software, browsers, and operating systems

2. Written & Verbal Communication 

Communication skills are one of the most critical administrative talents you may have as an administrative assistant. The company must trust you to be the face and voice of other employees, as well as the firm itself. This involves responding to customer, supplier, and partner contact in a timely and professional manner. Additionally, when interacting with clients, guests, and other staff, executive assistants or clerks must have a cheerful and positive attitude.

3. Organized

Strong organizational abilities are required not just to keep yourself organized as an administrative assistant, but also to keep the entire office organized. This involves using a system that makes sense for everyone to organize team schedules, events, and files. This guarantees that your organization’s other team members can easily follow your filing rules and avoid misplacing stuff.

Overall, an executive assistant is a vital part of any company. Think you have what it takes? Get your journey to being an EA started and do your research!