Executive Administrative Assistant Job Description

What is an Executive Administrative Assistant?

An Executive Administrative Assistant is an employee who provides high level administrative support to executives in the workplace, such as taking calls, scheduling meetings, managing executive requests, and other office duties. They may also oversee office functions and supervise lower level office employees. These employees are also commonly called Executive Secretaries or Executive Assistants in various workplace settings. This position requires someone who has excellent verbal communication skills, good judgement, and strong time management skills in order to meet deadlines.

Job Responsibilities of Executive Administrative Assistants

Executive Administrative Assistants work in a wide variety of employment settings, and their job responsibilities differ greatly according to their specific employer's needs and policies. However, in general, these workers perform many of the same everyday functions in the workplace as secretaries, personal assistants and administrative assistants, including:

• Answering phones calls and taking messages
• Welcoming all visitors and interacting with them
• Managing scheduling and appointments
• Arranging meetings and other events
• Managing mail/fax communications
• Managing traditional paper and/or electronic filing systems
• Performing basic bookkeeping/clerical duties

Executive Administrative Assistants are generally also responsible for duties over and above those typically performed by these other administrative employees, which may include:

• Setting and managing the daily schedules and calendars of company executives
• Preparing and/or editing documents, such as expense reports, memos and invoices
• Creating spreadsheets, managing databases, preparing presentations
• Negotiating with vendors
• Order necessary office supplies
• Managing corporate stock rooms and/or libraries
• Managing videoconferencing, fax communications and office equipment
• Reviewing incoming documents
• Conducting research
• Training and/or supervising clerical workers

Request Information

Common Employment Settings for Executive Administrative Assistants

Executive Administrative Assistants are employed in virtually all industries today. Most work full time hours in office settings. A few may work from home as virtual assistants. According to the Bureau of Labor Statistics (BLS) Occupational Outlook Handbook, the largest employers of these administrative professionals in 2016 were:

• Healthcare and social assistance organizations
• State, local and private educational services
• Local, state and federal governments
• Professional, civic, grant-making and religious organizations

Executive Administrative Assistants: Career Outlook

According to BLS projections, Executive Administrative Assistant positions are expected to decline in number between 2016 and 2026, making these positions much more competitive. The agency cites many factors that are expected to contribute to this decline.

Among the most important of these is a shift in how Executive Administrative Assistants are used in many corporations and other employment settings. While it was once very common for each Executive Administrative Assistant to provide support to a single manager or executive, this is no longer the case in many organizations. A growing number of employers now expect them to provide support services to several higher-level employees. This reduces the number of these administrative professionals needed in the average workplace. Additionally, an increasing number of managers and executives have taken on administrative work that was once done by Executive Administrative Assistants, such as handling their own scheduling, correspondence and communications, for instance. 

For these reasons, BLS expects that the number of Executive Administrative Assistant positions available throughout the job market will fall by about 17 percent by the year 2026. The agency states that, as competition for these positions increases, people who have more education in the field will fare better in terms of securing these jobs, since a growing number of employers prefer to hire Executive Administrative Assistants with college degrees. Based on findings, a key component to success is mastering new, efficient procedures available in the workplace.

It is important to note that job market data from the US Bureau of Labor Statistics Occupational Handbook is only intended to provide insight on occupational opportunities. While this information can be very useful in helping readers evaluate potential career paths, it is not to be construed as a guarantee of salary or job title. Neither BLS nor Bryant & Stratton College can guarantee employment in this or any other field.

How to Become an Executive Administrative Assistant

Earning a degree in office management is your best first step towards building a career as an Executive Administrative Assistant. The Office Management associate degree program at Bryant & Stratton College teaches the skills necessary to thrive in today's technology-rich and demanding office environment. Students who complete this program will gain a thorough understanding of the roles of administrative assistants in the modern workplace, which include interpersonal, organizational, administrative, and communications skills, among others. They will also receive an in-depth education on the technologies vital to pursuing this career path, such as mobile technology and devices, electronic correspondence and virtual/wireless technology, as well as modern corporate telephone, email and messaging systems, cloud computing systems and office management programs to name just a few. The dynamic nature of the modern workplace requires an ability to adjust and remain effective.

Additional Training/Requirements

Most employers prefer to hire candidates who have several years of work experience in a related occupation under their belts. Many meet this work experience requirement by spending some time working in lower level administrative jobs, such as General Office Clerk or Administrative Assistant positions, for instance. In many employment settings, the newly hired may also be required to complete a period of on the job training to learn skills and procedures specific to their new workplace.

What can I do with an Office Management Associate Degree?

Earning an Office Management Associate Degree with Bryant & Stratton College can help you get prepared to pursue a career and thrive on this new path. It can also prepare you for a variety of other roles in a wide range of industries. The well-balanced professional and technical education provided by this degree program prepares graduates to pursue clerical, administrative and other front-office positions in fields that include manufacturing, government and education, among many others.

For more insights into building a career as an Executive Administrative Assistant or in other positions within the administrative/office management field, please visit the Business Degrees section of the Bryant & Stratton College blog. Exploring the blog and our website will give you access to a wealth of useful information that can help you in planning your path towards building a successful and satisfying career.