Executive assistants handle a critical role in a business by assisting key company executives with scheduling, organization, and administrative tasks. For effective results, there are some day-to-day responsibilities and duties that most executive administrative assistants must perform. Hence, to help you get started, read on to learn what an executive administrative assistant is, interview questions for them, their salary, and tips to write an effective resume.
Executive Administrative Assistant: Overview
An executive administrative assistant is a skilled professional who provides administrative support to executives and senior management. They handle various tasks, such as managing schedules, handling correspondence, organizing meetings, maintaining records, etc. These employees are also known as executive secretaries or executive assistants in different workplace settings. Typically, An executive assistant is an experienced administrator and organizer who is capable of multitasking and delegating, in order to ensure that the basic day-to-day functions of the organization are achieved.
How Do I Become an Executive Administrative Assistant?
To become an executive administrative assistant, begin by deliberating on your career goals, the kinds of companies you’d like to for, and the industries that interest you. Here are some steps to follow:
#1. Acquire Education
An entry-level administrative assistant usually needs a high school diploma to begin their career. Hence, it is suggested that you go at least one step further and obtain a bachelor’s degree in areas such as business administration. This is because getting a job based on previous work experience is not unheard of but this is very much based on your potential employer.
#2. Obtain Certification
There are several courses out there that will give anyone looking to become an executive assistant a boost over the competition which in turn helps showcase your competency and increase your earning potential. These are normally focused on specific aspects of the job such as:
- Certified Administrative Professional: this is a course sponsored by the International Association of Administrative Professionals.
- The Advanced Certificate for the Executive Assistant: is a five-day intensive training program accredited internationally by Qualifi, an official UK government-regulated awarding body.
#3. Training & Experience
The right education and certification provide a strong basis to start your career but there’s nothing quite like the valuable experience you’ll get once you’re on the job. So, when applying for entry-level positions, be sure to map out those that provide the training you’ll need in your first few weeks or months. You can also begin as an office assistant, or secretary, to advance to an executive assistant position.
#4. Acquire Skills
Companies who are hiring consider their strengths and weaknesses in order to ensure that the applicant is well-suited to the organization. In order to facilitate the smooth operation of the executive team, executive assistant skills and expertise must be greatly honed. Some of the most important executive administrative assistant skills include:
- Excellent interpersonal skills with the ability to manage sensitive
- Time management skill
- Leadership skill
- Problem-solving and decision making
- Proactivity and self-direction
- Excellent verbal and written communication skills
- Excellent organizational skills and attention to detail
- Proficiency with Microsoft Office Suite or related software, advanced level in Outlook
#5. Apply For jobs
When you’re ready to apply for executive assistant jobs, register on career sites like LinkedIn, Glassdoor, and Indeed to get notified of new job openings. Read each executive assistant job description carefully to get a sense of what employers are looking for and the qualifications you’ll need. In addition, prepare for upcoming interview questions by researching the companies, and reflecting on your experience.
Executive Administrative Assistant Duties
Executive administrative assistant duties differ in several employment settings, and their job responsibilities are also different 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.
Executive Administrative Assistant Duties: Examples
A day in the role of executive administrative assistant typically involves a variety of duties such as scheduling, writing, interacting with others, and record-keeping. Depending on the company and executive’s needs, your duties will likely include, but are not limited to:
- Compose written correspondence and maintain electronic and paper files.
- Facilitate day-to-day office activities including sorting mail, answering phones, making copies, coordinating appointment needs, and maintaining staff calendars.
- Support management with special projects, including gathering data, coordinating project logistics, and monitoring project timelines.
- Maintain confidentiality of controversial, privileged, and sensitive information to ensure customer confidence and operational integrity.
- Create presentations and documents using desktop publishing software and digital graphics.
- Welcome guests, customers, and officials by greeting them, in person or on the telephone; answering or directing inquiries while providing exemplary customer service.
- Maintain professional and technical knowledge by attending educational workshops
- Act as the point of contact between the executives and internal/external clients
- Undertake the tasks of receiving calls, taking messages, and routing correspondence
- Handle requests and queries appropriately
- Maintain diary, arrange meetings and appointments, and provide reminders
- Make travel arrangements
- Take dictation and minutes and accurately enter data
- Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
What skills are needed for an executive assistant?
In this role, organization is an essential skill, considering you’ll need to file paperwork, categorize emails, and screen phone calls. As a result, employers often look for candidates who can handle a large workload of varying tasks and projects. If you have a natural ability to multitask, pay attention to details, and prioritize assignments, a role as an executive assistant may be the best fit for you.
Salary Executive Administrative Assistant
The average executive administrative assistant salary in Los Angeles, CA is $75,687 as of June 2023, but the range typically falls between $66,855 and $85,417. Salary ranges can vary widely depending on many important factors.
Factors Affecting the Executive Administrative Assistant Salary
These factors below determine and also affect the salary of an executive administrative assistant,
- Education
- Certifications
- skills
- Number of years
- Location
- Experience
Salary Executive Administrative Assistant: High Paying Administrative Assistant Jobs
Below are the high-paying jobs with good salaries,
- Equity Research Analyst.
- Administrative Analyst
- Business Administrator
- Corporate Administrator
- Senior Administrative Assistant
- Business Support Administrator
- Administrative Coordinator
Interview Questions For Executive Administrative Assistant
Executive administrative assistant interview questions are questions that an interviewer may ask a candidate during an interview. To get prepared, use this list to prepare for a job interview, even if the exact questions vary. This is because recruiting managers use interview questions to design a better process to find the best fit to work with them.
Interview Questions For Executive Administrative Assistant: Examples
If you have an executive assistant interview coming up, it’s a good idea to plan and practice your answers to ensure you make a good impression on potential employers. Therefore, understanding the common questions you will likely be asked in your interview helps you prepare. Here are a few common questions you may be asked during an executive administrative assistant interview,
- Tell me about yourself
- Why are you considering leaving your current position?
- What is an accomplishment you’re proud of?
- Tell me about a mistake you made at work. How did you fix it?
- Describe your experience with booking international and domestic travel.
- Why do you want to be an executive assistant?
- How do you prioritize tasks on your typical workday as an executive assistant?
- How would you rate your computer proficiency?
- How do you handle difficult personalities at work?
- Have you supervised other office staff members before?
- Talk about any work experience you have that is relevant to this role.
- Describe your typical workday as an Executive Assistant. How do you prioritize your tasks?
- What is your experience with Microsoft Excel/Word/Powerpoint/Zoom?
- How would you handle several important assignments from multiple managers that all need to be completed by the end of the day?
- What are your career goals in the next five years?
What Does an Executive Administrative Assistant Bring to a Company?
They bring people and projects together, aligning everyone to work toward the same goals, and ultimately achieve them more quickly.
Executive Administrative Assistant Resume
A resume objective is a small paragraph at the top of your resume that explains your credentials for a job. If you’re applying for executive assistant positions, then you need to discuss your skills, work experience, and aspirations for the role you’re seeking. Also, learning how to create an impressive professional resume can enable you to communicate your qualifications and make it memorable to potential employers.
Executive Administrative Assistant Resume: Things to Include
Here are details you can include in your objective resume for an executive administrative assistant resume:
#1. Your Field Experience
Your executive administrative assistant resume objective is an opportunity to showcase your experience working in administration. It can be beneficial to quantify your employment history. For example, you can write that you have “five years of experience” as a professional. Also, consider summarizing your employment history to further show your compatibility with the job.
#2. Add Your Skills
Your skills show the hiring manager you can handle the job responsibilities of an executive assistant. So, select soft and hard skills that apply to the administration and the corporate culture of the prospective employer.
#3. Your Achievements
You can impress the hiring manager, persuading them to pay closer attention to the subsequent sections of your resume. Include recognition, awards, and positive results you’ve achieved as an executive assistant or in a similar role. Also, consider previewing them in the second or third sentence of your objective after you have properly introduced yourself.
#4. Include Career Aspirations
Include aspirations that align with the company. For example, if your research tells you that business leaders want to expand to new markets, then you can discuss how your competent administrative skills can help the company make that transition. Also, talk about your goals in the second or third sentence.
#5. Employer Information
Add the name of the company you’re applying to and the title of the position you’re seeking. The employer details can also indicate that the rest of your resume is relevant to the specific role. But, if the prospective employer is a large organization, then it may be helpful to specify the name of the department or division where you want to perform administrative duties. Make sure you represent the job title in the same way as the employer does on the job description.
Executive Administrative Assistant Resume: Tips to Write an Effective Resume
For more information on creating an executive assistant resume objective, review the following tips:
#1. Change Your Resume for Every Job You Search
Throughout your job search, you may apply to multiple executive assistant positions. But, remember to change the details of your resume to match the job you’re applying to, and use the job description to customize your words to the employer.
#2. Proofread
It is critical for you to proofread your resume objective before turning in the document. This is done by reading your words aloud to help you identify and resolve spelling and grammatical errors, and also know if your choice of vocabulary is engaging.
#3. Ask Someone to Review
Gaining feedback on your objective resume helps you improve it. Ask someone you know, such as a former coworker or supervisor, to read your words and decide if you showcased your credentials effectively.
What is the Difference Between an Executive Assistant and an Administrative Assistant?
An administrative assistant, is accountable for performing a wide range of administrative tasks in their place of work, while an executive assistant performs more complex and advanced administrative duties, typically for top executives and other higher-ups in an organization.
References
- .travelperk.
- .coursera.
- .indeed.
- blog.hubspot
- resources.workable
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