Executive assistants play an important role in an office, helping executives with various tasks to maximize efficiency and productivity. If you’re thinking about becoming an executive assistant, you’ll want to know what’s expected of the role and what you’ll need to know to be successful in the position. Executive assistants’ duties involve much more than answering phones and getting the boss coffee.
To become an executive assistant, you’ll need specific soft and hard skills to handle all of the responsibilities of the role successfully. Here we’ll go over what you need to know to become an executive assistant.
The duties and responsibilities of an executive assistant vary depending on the employer and the executive they work for. The role supports higher-level administrators by completing tasks that help them improve efficiency and increase productivity. Here are some of the common responsibilities of an executive assistant:
– Answering phones
– Acting as a gatekeeper to the executive and deciding who gets through to them via phone, email, and in-person
– Managing calendars and schedules
– Conducting research
– Data entry
– Preparing documents for meetings and taking meeting minutes
– Train and oversee lower-level administrative employees
– Plan travel arrangements
– Plan events
– Improving and implementing processes
– Scheduling appointments and meetings
– Analyzing data and providing statistics
– Producing reports and preparing presentations
– Basic bookkeeping
There are specific skills you need to know to become an executive assistant. The more knowledge and capabilities you have, the more valuable you are to a company. Here are some of the skills the best executive assistants have:
– Ability to multitask
– Expert-level verbal and written communication skills
– Above average computer skills
– Proficient in standard programs such as Microsoft Word, Excel, and Powerpoint
– Ability to prioritize their time
– Excellent decision-making skills
– Interpersonal skills
– Ability to work independently
– Research skills
– Negotiation skills
– Organizational skills
There’s not a set education requirement for executive assistants. The employer sets the requirements they want to see in their executive assistant. At the very least, a high school diploma is required. Although, most executive assistants have associate’s or bachelor’s degrees.
An executive assistant position is very competitive, so you’ll want to ensure your resume includes higher education to make you in demand. However, education isn’t always what employers focus on. Some companies look for individuals with experience in an executive assistant position or a similar role, such as an administrative assistant or office manager.
You can earn additional certifications such as Microsoft Office Specialist (MOS) to beef up your resume with added value to a company. Some executive assistants are Certified Administrative Assistants (CAA), which have similar duties and require some of the same skills.
If you don’t have the experience companies are looking for in an executive assistant, then volunteering to gain it is beneficial. Many volunteer opportunities are available that will help you learn the skills needed to become an executive assistant. You will then have experience and expertise to add to your resume and land a job in an executive assistant position.
You should know that to become an executive assistant, you will need to sit at a desk behind a computer for long periods. Most of the day-to-day responsibilities of an executive assistant are completed online or on the phone. Executive assistants typically work a 9-5 schedule Monday through Friday, but the hours and days vary depending on the employer. Some executive assistants must travel with their boss to various meetings and events.
Many industries hire executive assistants, including large and small corporations, government offices, medical offices, law offices, colleges, and hospitals. The executive assistant commonly works one-on-one with a high-level executive, although some provide support to multiple professionals.
An executive assistant is a rewarding career with a great salary that provides opportunities to advance your knowledge and skills. The day-to-day duties expected of the position are never the same, so you won’t get bored.
The job often comes with perks such as expensed meals, traveling, attending events, party planning, or just running errands to get out of the office. Executive assistants are considered higher-level staff and respected members of the team.
Administrative assistants do a little bit of everything in the office and are expected to know it all. Individuals throughout the company often come to an administrative assistant for answers to their questions or office issues. The best administrative assistants handle anything that gets thrown their way with ease. The position is challenging, but professional development is a great addition to your resume.
While the position typically has a 9-5 schedule, many administrative assistants find themselves working longer hours and even bringing work home at times to meet deadlines. One moment you might get asked to create a presentation for an important meeting, and after that, go pick up dry cleaning.
You will learn a lot in an administrative assistant role as you work with higher-level professionals, including CEOs. You will get faced with new challenges often. Be ready to take them head-on and learn as much as you can from the experiences.
As an executive assistant, you will work with various professionals in-office, vendors, customers, and more. To gain the most knowledge in the position, learn to ask questions, take notes, network, and get ready to grow professionally.
Before you become an executive assistant for the first time, you’ll want to brush up on your skills to ensure you’re successful in the role long-term. Putting together a great resume and cover letter is critical to standing out from the competition and gaining employment as an executive assistant. You’ll want to include any degrees, certifications, or additional training you received that would be valuable to the position.
On your resume, highlight your experience directly related to the skills needed for the position. Include awards or other achievements that will help you stand out. If your experience is limited, add any volunteer work or internships completed and the skills you gained from them.
Once your cover letter is tailored to the company you’re applying to, and your resume has all its final touches, the next step is to apply for the position. When you get called to come in for an interview, be sure you’re fully prepared to nail it and impress the interviewer with the excellent skills and value you will add to the company.
Professional attire, excellent communication, a friendly and positive attitude, and confidence without being cocky are key in an interview. Companies today understand the importance of company culture and hire individuals based on being a good fit in the office even if other candidates have more experience or higher education.
When you become an executive assistant, you’ll want to take the position head-on and own it. After all, there is no shortage of people looking to get into an executive assistant position, so you’ll want to become so valuable that they feel you are irreplaceable. Here are some helpful tips for when you become an executive assistant:
Being extremely organized is critical for an executive assistant as there are many moving parts that you will be responsible for, including schedules, meetings, emails, and agendas. Maintaining organization will help ensure nothing gets lost or forgotten.
As an executive assistant, you will get pulled in many directions at times with the need to meet tight deadlines on specific projects. You must learn to prioritize accordingly to put the most important tasks at the top of your to-do list and work your way down from there.
You must also organize and prioritize your email inbox. You will have urgent emails, less urgent ones, emails that need follow up, and emails that you are copied on just to keep you in the loop. It’s best to handle them as quickly as possible so they’re off your lines and your attention is not on them.
A good rule is if it takes you less than 5 minutes to handle, then do it when you read it, so you don’t spend the time later rereading it.
As an executive assistant, you will be asked to complete many tasks and special projects. While you are in the middle of something, your boss might drop an urgent assignment on your plate. You must be willing to be flexible and quickly switch gears when needed to get the job done.
The best executive assistants are proactive and go above and beyond to complete the essentials, but they also handle other things needed before being asked to do so. They could be things that will improve processes, cause issues in the future, or end up on their bosses’ plates when they can handle them successfully.
Great executive assistants are dedicated to the company’s success and do what’s needed to help their boss maximize productivity and efficiency.
What you need to know to become an executive assistant is that your knowledge and experience are vital to success in the position. You will find the job rewarding yet challenging. You will get pulled in many directions, so you will need to be flexible, but it makes for an exciting career, so you won’t get bored.
Are you ready to jump into the exciting career of an executive assistant? If so, contact The Pocketbook Agency today, and we’ll find you your perfect match!
Sources:
Administrative Assistant Certification (CAA) | NCCBoard.org
Executive Secretaries and Executive Administrative Assistants | BLS