Executive Assistant Job Description

An executive assistant (EA) plays a vital role in supporting senior leaders and keeping an organisation running smoothly. Hiring a good executive assistant can significantly boost an executive's productivity and save a business money. 

So, it’s crucial to hire the right EA.  This job description sample sets out the typical duties, responsibilities, skills and benefits of an EA role, helping employers attract the right candidates and professionals understand what to expect from the position.

Whether you’re hiring an EA or applying for the job yourself, this guide explains what an executive assistant does, the value they bring to a business, and what a strong EA job description should include.

Executive Assistant Job Description Sample

An executive assistant (EA) is a trusted professional who ensures senior executives are fully supported in their day-to-day work. They act as the link between leaders and stakeholders, managing communication and helping the business run smoothly. The role is central to ensuring executives can operate at a strategic level while the operational details are handled with efficiency and discretion.

EA Responsibilities & Duties

Here are some of the most common executive assistant duties: 

Calendar & Diary Management

• Complex diary coordination across multiple time zones.

• Scheduling and prioritising meetings, appointments and events.

• Anticipating clashes and ensuring executives are prepared.

Travel & Logistics

• Organising domestic and international travel, including flights, hotels, visas and transfers.

• Preparing detailed itineraries and managing last-minute changes.

Communication & Gatekeeping

• Acting as the first point of contact for internal and external stakeholders.

• Screening calls, emails and correspondence, including inbox management.

• Drafting responses and acting as a professional gatekeeper to protect the executive’s time.

Meeting & Event Support

• Preparing agendas, briefing packs and presentations.
  Coordinating logistics for board meetings, leadership offsites and client events.

• Taking minutes, distributing notes and tracking action items.

Document & Information Management

• Drafting, editing and formatting reports, proposals and PowerPoint presentations.

• Implementing and maintaining effective filing systems, databases and CRMs.

• Safeguarding sensitive information and ensuring accuracy.

Financial & Administrative Support

• Managing executive expense reports and reimbursements.

• Handling invoices, budgets and purchase orders.

• Monitoring costs and identifying efficiencies.

Project & Strategic Support

• Conducting research and preparing analysis to support decision-making.

• Assisting with special projects and cross-departmental initiatives.

• Providing input into strategic planning and ensuring milestones are met.

Stakeholder & Relationship Management

• Building trusted relationships with colleagues, board-level executives, clients and external partners.

• Representing the executive with professionalism and discretion.

• Managing sensitive and confidential matters appropriately.

Technology & Office Management

• Using productivity platforms such as Microsoft Office, Google Workspace, and project management tools (e.g. Asana, Trello, Slack).

• Ordering office supplies and ensuring smooth office operations.

• Providing cover for other assistants where required.

Leadership & Team Support

• Managing a junior assistant or team of administrative staff.

• Delegating tasks effectively and providing mentorship.

Other Support

• Running occasional personal errands to support the executive’s work-life balance.

Delve even deeper into what an executive assistant does in our guide here.

EA Skills, Qualifications & Requirements

Executive assistants need a diverse mix of technical expertise, soft skills and real-world experience. Below is a breakdown of the key skills and qualifications employers typically seek.

Hard Skills

• Proficiency in Word, Excel, PowerPoint, Outlook, and equivalent platforms.

• Familiarity with project management and collaboration tools such as Asana, Trello, Slack and Teams.

• Strong writing, editing and formatting skills for reports, proposals and presentations.

• Experience with expense reports, budgets and basic bookkeeping.

• Skilled in preparing itineraries, booking travel across time zones and coordinating meetings.

Soft Skills

• Ability to juggle complex diaries, shifting priorities and competing deadlines.

• Producing accurate work and maintaining well-structured systems.

• Exceptional verbal and written communication with colleagues, board members and clients.

• Confident, polished demeanour with the ability to represent executives at the highest level.

• Comfortable working across time zones, adjusting to last-minute changes and being available outside office hours if needed.

• Anticipating challenges and finding solutions under pressure.

• Navigating complex relationships with diplomacy and discretion.

• Acting as a gatekeeper, collaborating effectively and managing junior assistants or admin staff when required.

Requirements

• Proven experience in administrative roles, ideally 5+ years supporting senior executives.

• Strong technical proficiency with office software and diary management systems.

• Ability to handle sensitive and confidential information with discretion.

• High level of interpersonal skills to liaise across departments and with external partners.

• Flexibility to travel if required and support executives outside regular office hours.

• Confident in managing multiple projects simultaneously while remaining calm under pressure.

Qualifications

• Minimum: GCSEs/A-Levels or equivalent

• Bonus:

  • A degree in business administration, project management or a related field.

  • Courses in Microsoft Office, project management or time management.

  • An Executive Assistant Diploma or similar qualification can be an advantage.

• Experience:

  • Entry-level: Background as an administrative assistant or personal assistant.

  • Senior-level: 3–5+ years’ experience supporting board-level executives.

What Sets Top EAs Apart

Beyond technical ability and qualifications, the best executive assistants stand out for:

• Acting as a trusted partner to senior leaders.

• Facilitating cross-departmental communication.

• Contributing to strategic planning and project delivery.

• Maintaining a high level of professionalism, discretion, and resilience.

Executive Assistant Benefits & Perks

Executive assistant benefits packages vary by employer, but a competitive offering may include:

Health & Wellness

• Private medical insurance (often including dental and eyecare).

• Mental health support or employee assistance programmes (EAPs).

• Life and disability insurance.

• Discounted gym membership or wellness allowances.

Financial 

• Competitive salary (see our guide to average EA salaries).

• Pension or retirement contributions.

• Annual bonus or performance-based incentives.

• Company mobile phone or phone allowance.

• Cycle-to-work scheme or commuting allowance.

• Annual pay review.

Work-Life Balance

• Core office hours with flexibility for remote or hybrid working.

• Additional leave options, such as parental leave or volunteering days.

• Team social events and a supportive office culture.

• Fully stocked office kitchen or free lunches.

Career Growth & Development

• Clear career advancement opportunities, often into senior EA or Chief of Staff roles.

• Professional development and training (courses, certifications, conferences).

• Mentorship or coaching support.

Executive Assistant Salary in the UK

Below is a quick overview of typical UK salary ranges for executive assistants, segmented by experience level and region. 

Key Influencing Factors:

• Location: London commands the highest pay – senior EAs can earn up to £80,000. Other major cities offer competitive ranges, often between £27,000 and £38,000

• Industry: Sectors like private equity, investment banking, law, and high-end professional services tend to pay at the upper end of the scale.

• Experience & Role: EAs supporting C‑level executives or handling dual business & personal support typically earn more, reflecting their wider scope of responsibility.