What Does an Executive Assistant do?

What Does an Executive Assistant do

Administrative Tasks:

Schedule and manage appointments

An executive assistant is typically responsible for managing the calendar of the executive they work for.

This involves scheduling appointments, coordinating with other members of the team to ensure that everyone is aware of the executive’s schedule, and rescheduling appointments if necessary.

Executive assistants must be organized and able to manage competing priorities to ensure that the executive’s schedule runs smoothly.

Manage phone calls and correspondence

Another important administrative task for an executive assistant is managing the executive’s phone calls and correspondence.

This includes answering phone calls, screening calls and emails, and directing calls to the appropriate person or department.

They are also responsible for composing and sending correspondence on behalf of the executive, such as emails, memos, and letters.

Organize and maintain files

Executive assistants are often responsible for organizing and maintaining paper and electronic files.

This includes managing sensitive and confidential information, such as financial records, legal documents, and personal information.

When the information is extra sensitive, such as Executive Assistant roles in the legal industry, then you’ll likely be paid more as a result of the extra trust and care required.

Executive assistants must be detail-oriented and able to keep track of multiple files and documents.

Handle travel arrangements

Travel arrangements are another common responsibility of executive assistants.

This can include booking flights, hotels, rental cars, and other travel arrangements for the executive.

Executive assistants must be able to navigate complex travel itineraries and manage last-minute changes to ensure that the executive’s travel plans run smoothly.

TravelPerk has recently revealed their 8 key steps for successfully making travel arrangements for your boss:

  1. Communicate to create a successful experience
  2. Find a travel management tool to arrange travel and accommodation
  3. Have a point person for itinerary changes in the eleventh hour
  4. Help prepare your executive’s cell phone
  5. Always keep track of preferences
  6. Simplify expense reporting
  7. Prepare an in-depth travel itinerary for your boss
  8. Take care of the “little extras”

For a more in-depth discussion on this topic check out our Executive Assistant Travel Checklist.

Manage office operations

In addition to supporting the executive, executive assistants are often responsible for managing office operations.

This can include ordering office supplies, managing equipment and facilities, and ensuring that the office runs smoothly.

Executive assistants must be able to manage multiple tasks simultaneously and have strong organizational and communication skills.

Support Tasks:

What does an Executive Assistant do - support tasks

Assist with projects

Executive assistants often assist with projects on behalf of the executive, which can include researching, coordinating, and executing projects.

This can include preparing presentations, creating reports, and organizing events.

Executive assistants must be able to manage multiple projects simultaneously and work well under pressure.

Liaison with other departments

Executive assistants are often the primary point of contact for other departments and stakeholders on behalf of the executive.

This can include communicating with team members, clients, and vendors.

Executive assistants must have strong communication and interpersonal skills and be able to build positive working relationships.

Support team coordination

Executive assistants often play a key role in coordinating meetings, events, and other activities with other members of the team.

This can involve scheduling meetings, setting agendas, and preparing materials for meetings.

Executive assistants must be able to work collaboratively with others and have strong communication and organization skills.

Conduct research and analysis

Executive assistants often conduct research and gather data to support the executive’s decision-making.

This can include analyzing market trends, researching industry best practices, and reviewing financial data.

Executive assistants must have strong analytical and research skills and be able to present information clearly and concisely.

Manage confidential information

Executive assistants often have access to sensitive and confidential information, including financial records, legal documents, and personal information.

As such, executive assistants must be able to manage confidential information with discretion and professionalism.

Since this is such an important part of an Executive Assistants role, some quick tips are:

  • Always lock your laptop when you leave your desk or phone.
  • Consider using a tool such as LastPass to manage all your passwords. If your passwords are leaked, then the private information of both yourself and the executive you work for, becomes accessible.
  • Always securely dispose of printed documents when they are no longer needed. This helps prevent not only others from seeing sensitive information about the business but also prevents people from being able to use these documents for identity theft.

Communication Tasks:

Coordinate communication

Executive assistants are often responsible for coordinating communication between the executive and other members of the team, clients, and stakeholders.

This can include managing the executive’s email inbox, coordinating phone calls and video conferences, and scheduling meetings.

Executive assistants must have strong communication and organizational skills to ensure that communication runs smoothly.

Represent the executive

Executive assistants may be responsible for representing the executive in meetings, events, and other activities.

This can include attending meetings on behalf of the executive, preparing presentations, and delivering speeches.

Executive assistants must be able to communicate effectively and professionally, representing the executive and the organization positively.

Manage social media accounts

Executive assistants may be responsible for managing the executive’s social media accounts, including drafting and posting content and responding to messages and comments.

Executive assistants must be able to communicate in the organization’s voice and tone and respond appropriately to followers.

Coordinate communication with media

Executive assistants may also be responsible for coordinating communication with the media on behalf of the executive or the organization.

In smaller companies, this means preparing press releases, coordinating interviews, and responding to media inquiries, but in larger companies, there will likely be a PR agency or an internal team that manages the media and everything related to it.

Manage crisis communication

In the event of a crisis, such as a natural disaster, security breach, or other emergency, executive assistants may be responsible for managing communication with stakeholders, including employees, clients, and the media.

This can include preparing statements, coordinating responses, and managing communication channels. However, as mentioned above, in larger companies there will be an entire department that manages communications on behalf of the organization.


Overall, executive assistants play a crucial role in supporting the executive they work for and ensuring that the organization runs smoothly.

They must be able to manage a wide range of tasks, from administrative tasks such as scheduling and managing appointments to communication tasks such as representing the executive and managing crisis communication.

Strong communication, organization, and interpersonal skills are just some of the essential skills for success as an executive assistant.

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