Have you considered working as an executive assistant? There is a growing demand for virtual executive assistants, remote work that pays really well.
Due to the hectic demands of work, business owners and CEOs need much assistance if they want their companies to succeed.
Executives benefit significantly from the aid of an assistant in achieving their goals for success.
You have found the ideal article because you want to learn how to become an executive assistant. So, continue to the end to learn every pertinent detail about this role and how you can eventually succeed.
Table of Contents
What is an Executive Assistant?
Administrative assistants, secretaries, and executive assistants support someone else’s work—typically an executive—by conducting or supervising office tasks.
The distinction is that an executive assistant is in a more senior role, mainly due to being assigned to aid a top executive.
This entails managing duties that could significantly impact a company’s success and overseeing and training other office personnel.
The administrative tasks being delegated are of significant importance, a reflection of the importance of the executive to whom assistance is provided.
What does an Executive Assistant do?
Executive assistants offer high-level administrative support to help business executives complete essential duties and company projects.
They maintain order in the executive’s communications to quickly find the most crucial information without requiring the executive to sift through less important messages.
All proposed meetings are screened by executive assistants, who also manage the executive’s calendar. They oversee the executive’s daily schedule, including scheduling meetings, verifying appointments, creating itineraries, and making transportation arrangements.
The executive assistant also serves as personal customer service, with the expectation that it can respond to inquiries on behalf of the executive.
Executive assistants also train other administrative personnel in corporate policies and best practices.
You Might Also Be Interested: What is the Job of a Personal Assistant?
What distinguishes an administrative assistant from an executive assistant?
Both administrative assistants and executive assistants support office employees with clerical work.
However, administrative assistants have more general responsibilities, while executive assistants focus their efforts on supporting a particular firm leader.
Conducting client research, creating reports, and conducting interviews for various administrative positions may fall under the purview of executive assistants, who typically have a high level of managerial experience.
However, unlike administrative assistants, who are tasked to manage team schedules for an entire office, executive assistants are primarily concerned with the hectic schedules of firm leadership.
Executive assistants may be tasked to make important airline reservations and accommodations, especially for an executive who travels frequently on official business.
Moreover, delegated tasks may include personal errands, like restaurant bookings and online shopping.
Executive Assistant duties and responsibilities
Executive assistants are responsible for a wide range of responsibilities, sometimes more than office administrative tasks.
Additionally, they communicate on behalf of the executive they support, which may include live chat or phone conversations.
Other obligations of executive assistants also include:
- Assisting with administrative tasks, such as composing and revising emails, memos, and correspondence on behalf of the executive
- Keeping thorough and accurate records
- Performing a few simple accounting tasks like expenditure liquidation
- Scheduling meetings, sending out reminders, and, if necessary, arranging catering
- Being courteous and professional while answering the phone
- Greeting guests and learning the reason for their visit before guiding them to the proper department
- Organizing the executive’s calendar includes scheduling meetings and prioritizing the most delicate issues.
Administrative assistant responsibilities also apply to executive assistants, such as taking and returning calls, sending memos, emails, and letters on the boss’s behalf, receiving guests, managing schedules, and more.
They frequently carry out research and write reports that affect corporate policy.
Executive assistants are required to have a deep understanding of the job of their employers due to these responsibilities. These employees can thus serve as a point of contact between the executive and the remainder of the clerical staff.
Read More: Guide on How To Become a Virtual Assistant
Skills & Competencies for Executive Assistants
The finest executive assistants frequently have strong personalities demonstrated through many advantageous soft skills, but they are also often proficient in typing, filing, and other menial and clerical administrative tasks.
Communication abilities: Executive assistants frequently act as gatekeepers, choosing which messages, visitors, or calls should be forwarded to their employer directly and which should be handled in another way. The capacity to quickly gather information from people requesting time from their supervisor is necessary for this.
Time management: Executive assistants frequently manage their bosses’ schedules, so they must be adept at time management themselves.
Trustworthiness: Being trustworthy is essential for executive assistants to perform their duties effectively because they frequently access confidential information.
Multitasking: Executive assistants frequently manage multiple tasks while monitoring and guiding their employers’ schedules. You may encounter situations when you must act quickly and finish several things simultaneously. Even while it could feel overwhelming, it’s crucial to maintain composure, keep your cool, and concentrate on the duties at hand. This might be the perfect job for you if you can maintain composure under pressure.
Tech-savvy: The speed of technological change is accelerating continuously. Knowing and comprehending the most recent technological advancements in various industries will keep you one step ahead of the competition and give you a distinct advantage when applying for jobs.
You must be able to use and understand a variety of office tools, including fax machines, phones, cellphones, tablets, PCs running both Windows and Mac software, email portals, and other organizational applications. You’ll need to stay current on new releases and be able to react to changes in both existing technology and possibly brand-new equipment because technology is constantly changing.
Personalized service: You should tailor your service to the demands of the people you work for. One executive might expect you to be available at all times and in their line of sight. The following executive you work for might only want to speak with you on the phone and once in person each morning. You should know your executive’s preferences for when they prefer to hold meetings and when they don’t want to be interrupted. Being the correct executive assistant for your employer and giving them the required services are vital components of being a great executive assistant.
Requirements for education and training in an executive assistant
Most executive assistants have a high school diploma or general education development (GED) and receive most of their training on the job. Others are college-educated and have competency and skills in the use of specific software or applications.
No specific degree is required for this profession.
However, an executive assistant must be, at minimum, an excellent communicator. The efficiency of the work relationship between the executive and the assistant lies in effective communication. However, several employers prefer a bachelor’s degree, specifically in a business-related discipline.
Although certification is not required to work as an executive assistant, having one could prove to be advantageous. It is possible to obtain it through online courses for most software packages dedicated to project management. Such credentials can improve a prospective candidate’s appeal.
Experience requirements for executive assistants
The preference is for prior experience because executive assistants learn the majority of their skills on the job. Experience in secretarial, administrative support, or being a personal assistant is beneficial. Being proficient in Microsoft Office or other productivity tools or software is also quite helpful.
Work Environment
In addition to their bosses, executive assistants frequently operate in an office environment where they deal with clients, callers, and other executives. Executive assistants occasionally have to decline requests from people who won’t accept an answer because of their work’s fast-paced and demanding nature.
Work Schedule
The work schedule of an executive assistant often mirrors the traditional business work week, typically running from Monday to Friday, with hours that align with standard office timings. This structure allows executive assistants to manage their day-to-day responsibilities effectively, such as handling schedules, organizing meetings, and coordinating communications.
For example, an executive assistant might start their day by reviewing the executive’s calendar, prioritizing meetings, and ensuring all necessary materials are prepared for the day ahead.
However, the role of an executive assistant can extend beyond regular hours, especially when executives have demanding schedules or upcoming projects. Executives who stay late often rely on their aides for support after hours.
For instance, if an executive has an important presentation the next morning, they might ask their assistant to stay later to ensure all presentation materials are organized or to help rehearse talking points.
Moreover, there are instances when travel schedules can alter the typical workweek. An executive assistant might need to prepare travel itineraries, book flights and accommodations, and manage logistics for trips that require early-morning departures or late-night arrivals.
For example, if an executive needs to attend a conference in another city, the assistant may need to work late the night before to finalize travel arrangements and set up necessary meetings with stakeholders in that city.
Executive assistants may also be called upon during weekends or holidays in case of urgent matters. For example, if a key client schedules an unexpected meeting, the assistant might need to coordinate schedules and ensure that everything is in place promptly, which could involve working outside of regular hours.
Takeaway
Being a great executive assistant requires a variety of traits and abilities, and it can occasionally be challenging and demanding. Like many other positions, networking, and experience will unquestionably aid you in advancing your career.
A career as an executive assistant may be very fulfilling, exciting, and full of possibilities and variations. Keep the job interesting if you have what it takes to succeed in this field.
