When comparing executive assistant vs. administrative assistant, you will find a lot of similarities in the day-to-day duties. Both positions perform essential clerical tasks for a business to operate successfully.
If you are trying to decide between a career as an executive assistant vs. an administrative assistant, understanding the key differences between the roles should help you choose which is the best fit for you. Here we will go over everything to know about both positions, including duties, responsibilities, and how to determine which role to pursue.
An executive assistant’s role is to support a higher-level professional’s work so they can focus on their core functions. Many CEOs and C-suite executives hire executive assistants to help them increase their productivity, maintain organization, and add to their success.
Executive assistants often handle tedious and time-consuming tasks that would take away from the professionals’ focus time and critical duties. Most business leaders juggle more responsibilities than they can manage on their own successfully, making the need for an executive assistant to tackle some of the workloads.
Managing executive’s calendar – A CEO or higher-level executive relies on their assistants to ensure their day-to-day runs smoothly without overlapping meetings or events. Managing a busy schedule takes great attention to detail and strategic planning.
Scheduling appointments – Executive assistants are responsible for scheduling appointments for their boss. The appointments scheduled are often for both business and personal matters. The executive assistant’s role is to help the professional maximize their productivity and focus on core functions, so assisting with personal appointments and other non-work-related matters is common.
Conducting research – CEOs and C-suite executives have their assistants complete the time-consuming research they need to make educated decisions in business. The executive assistant will handle the required research and provide their boss with the results.
Project management – Executive assistants are often responsible for managing various projects their boss is involved in to ensure efficiency and meet deadlines.
Scheduling meetings – CEOs and executives often have several meetings daily. They rely on their assistants to schedule meetings and ensure all key team members are available to attend. Rescheduling appointments and meetings are sometimes needed to ensure the professionals’ day runs smoothly without overlapping events.
Taking meeting minutes – Executive assistants frequently sit in on meetings to take notes and minutes that their boss can refer to later. They provide the professional with critical points discussed in the meeting to ensure a successful outcome.
Drafting documents – Executive assistants draft documents, create slideshows, and spreadsheets their boss needs for business matters or meetings.
Managing email inbox – High-level executives often get a lot of emails daily that can take up much of their day managing themselves. Instead, they have their assistants handle much of their emails and decide which require their time and attention, or which they should know about.
Answering phone calls and acting as the gatekeeper to the executive – An executive assistant is the first contact for anybody wanting to talk in person or over the phone with their boss. The assistant will decide which are worthy of getting through to their boss and which they can help themselves.
Plan and manage travel accommodations – Some high-level professionals travel a lot for business and pleasure. Executive assistants handle the planning and booking of their accommodations, including hotel, transportation, and dinner reservations. Sometimes executive assistants travel with their boss to different business events and meetings.
Administrative assistants perform essential tasks that support an office to ensure it runs smoothly. The day-to-day duties of an administrative assistant are often clerical functions needed for the business to operate. The jobs an administrative assistant completes are often recurring tasks.
Organizing files – Administrative assistants are responsible for organizing important files for the business to ensure order and easy access to documents.
Ordering supplies and managing inventory – An office needs a lot of supplies to run smoothly, including pens, copy paper, note pads, toilet paper. An administrative assistant is usually responsible for the vendor shopping, ordering, and managing inventory of office supplies.
Basic bookkeeping – A business usually has daily bookkeeping needs, including documenting revenue and expenses. Administrative assistants handle basic bookkeeping needs, so leaders always know where the company stands financially.
Sending emails and managing inbox – Administrative assistants commonly handle the company’s main business email and route communication to the proper team member. They also send emails when needed to vendors and clients.
Greeting visitors – If not the receptionist, the administrative assistant is the first person a visitor sees when entering the office. The administrative assistant will greet visitors and learn how they can help them.
Data entry – Data entry is a time-consuming task that often falls on the administrative assistant’s duties list. The assistant will complete the entry work and provide the needed files to the team members.
Answering phones and directing calls – Depending on the company’s size, an administrative assistant is responsible for answering the phones and routing calls. Larger companies typically have receptionists handling the phone duties.
Assisting with operational processes and improving procedures – Administrative assistant’s role is to help a business run smoothly. Under the direction of higher-level leaders, administrative assistants develop policies and procedures to help the business improve.
Field and answer communication from clients and vendors
One of the main differences between an administrative assistant and an executive assistant is their support level. An executive assistant supports a high-level professional such as a CEO or C-suite executive. Alternatively, administrative assistants help the office as a whole. Executive assistants report directly to the executive they support and administrative assistants are often supervised by an office manager.
Another difference between administrative assistants and executive assistants is the level of direction received. Executive assistants work more like project managers and need little guidance on what duties they need to complete. Administrative assistants receive delegated tasks from their supervisors.
Executive assistants often handle more complex tasks than administrative assistants, typically ones that directly add to the success of their boss. Administrative assistants are responsible for more organizational functions for the entire office.
Executive assistants and administrative assistants have a lot of the same duties, such as answering phones, managing files, and handling emails. There are a few differences in their responsibilities, for example:
– Executive assistants handle more project management-type duties.
– Executive assistants are responsible for booking travel arrangements.
– Executive assistants act as a gatekeeper strategically choosing who gets through to their boss
– Administrative assistants are responsible for ordering supplies and managing inventory.
– Administrative assistants are often at the front of the office greeting visitors and communicating with clients and vendors.
– Executive assistants are typically in the back office and not always seen by clients and vendors.
Executive assistants and administrative assistants need many of the same skills to be successful, such as organizational skills, communication skills, and interpersonal skills. There are a couple of differences in the required skills in each role, such as:
– Executive assistants need excellent research skills
– Administrative assistants need basic bookkeeping skills
– Executive assistants need more critical thinking skills
– Executive assistants must work independently effectively and proactively with little to no supervision
Both executive assistant and administrative assistants positions require a high school diploma at the very least. Many CEOs and c-suite executives want an assistant with a Bachelor’s degree or higher. There are many online courses an individual seeking to become an executive assistant or administrative assistant can take to add additional training and expertise to their resume.
Companies typically look for individuals with a few years of office experience when headhunting for executive assistants or administrative assistants. The past work history doesn’t necessarily have to be in the same role but one with similar duties such as an office manager. Many executive assistants were administrative assistants who got promoted after proving their skills and expertise.
Executive assistants are typically higher paid than administrative assistants since their work is more complex. On average executive assistants make $65,230 annually. However, successful CEOs and c-suite executives are willing to pay up to $175,000 for the perfect assistant that will add to their success. In contrast, administrative assistants’ average annual salary is $40,990.
When comparing executive assistants vs. administrative assistants and looking for the difference, you’ll see how many similarities the two positions have. The biggest difference between the roles is that executive assistants support one individual’s work and administrative assistants support the entire office.
Are you ready to start a career as an executive assistant or administrative assistant? If so, contact the Pocketbook Agency today, and we’ll find you your perfect match!
Sources:
Job-ready skills you can put to work | Grow with Google
43-6011 Executive Secretaries and Executive Administrative Assistants | BLS
Secretaries and Administrative Assistants : Occupational Outlook | BLS