Executive Assistant Job Description
Use this template to create a clear, professional Executive Assistant job description that attracts experienced candidates able to support senior leaders and manage high‑value diaries.
What does a Executive Assistant professional do?
An Executive Assistant provides senior-level administrative support to one or more executives, managing calendars, travel, communications and confidential tasks to keep leadership focused on strategic priorities.
Executive Assistant job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Executive Assistant
About the role
[Company] is recruiting an Executive Assistant to support [Job Holder / Title] based in [Location]. You will manage a complex diary, coordinate travel and meetings, handle confidential correspondence and ensure information flows efficiently between the executive team and stakeholders. This is a [full-time / part-time] role offering [hybrid / office-based / remote] working and a salary of [Salary or salary range].
Key responsibilities
- Manage the executive's calendar, prioritise appointments and resolve scheduling conflicts
- Coordinate domestic and international travel, prepare detailed itineraries and manage bookings
- Screen and manage emails and calls, drafting routine responses and escalating priority items
- Prepare and edit briefing materials, presentations, reports and board papers
- Organise meetings and events, prepare agendas, take minutes and follow up on actions
- Act as a gatekeeper and first point of contact for internal and external stakeholders
- Handle confidential and sensitive information with discretion and professionalism
- Process expenses, invoices and simple purchase requests in line with company policy
Essential skills and experience
- Proven experience as an Executive Assistant, Senior PA or similar supporting senior executives
- Strong diary and travel management experience, including complex itineraries
- Excellent written and verbal communication skills, including drafting high‑quality documents
- High level of discretion and experience handling confidential information
- Proficient with common office software (e.g. email, calendar, word processing, slide software)
- Exceptional organisation, prioritisation and time‑management skills
- Right to work in the UK and willingness to work occasional out‑of‑hours when required
Desirable
- Experience supporting C‑suite level or boards
- Familiarity with collaboration platforms (e.g. Microsoft 365, Google Workspace) and video conferencing systems
- Event or meeting‑planning experience, including logistics for external guests
- Basic project coordination experience or PRINCE2/other project training
- Second language skills or international travel experience
- Full UK driving licence if role requires frequent travel
What we offer
- [Competitive salary package and discretionary bonus scheme]
- [Pension scheme with employer contribution]
- [Annual leave entitlement (e.g. X days) plus public holidays]
- [Hybrid working arrangement: X days in office per week]
- [Professional development and training budget]
- [Company laptop and mobile phone or allowance]
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is an Executive Assistant role?
An Executive Assistant provides high‑level administrative support to senior leaders, enabling them to use their time efficiently and maintain effective stakeholder relationships. The role combines diary and travel management with document preparation, event coordination and confidential correspondence. EAs often liaise across functions and may support small projects or governance tasks, requiring excellent judgement, organisation and communication skills.
Core purpose
Enable senior leaders to focus on strategic priorities by managing diaries, communications and logistical tasks with discretion.
Who hires EAs
Common employers include corporates, professional services, charities and public sector bodies seeking experienced executive support.
Career path
Experienced EAs can progress to Chief of Staff, Office Manager or senior operational roles, or specialise in board support.
Typical Executive Assistant responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Manage the executive's calendar
Manage the executive's calendar, prioritise appointments and resolve scheduling conflicts
Coordinate domestic
Coordinate domestic and international travel, prepare detailed itineraries and manage bookings
Screen
Screen and manage emails and calls, drafting routine responses and escalating priority items
Prepare
Prepare and edit briefing materials, presentations, reports and board papers
Organise meetings
Organise meetings and events, prepare agendas, take minutes and follow up on actions
Act as a gatekeeper
Act as a gatekeeper and first point of contact for internal and external stakeholders
Handle confidential
Handle confidential and sensitive information with discretion and professionalism
Process expenses
Process expenses, invoices and simple purchase requests in line with company policy
Executive Assistant skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Proven experience as an Executive Assistant, Senior PA or similar supporting senior executives
- Strong diary and travel management experience, including complex itineraries
- Excellent written and verbal communication skills, including drafting high‑quality documents
- High level of discretion and experience handling confidential information
- Proficient with common office software (e.g. email, calendar, word processing, slide software)
- Exceptional organisation, prioritisation and time‑management skills
- Right to work in the UK and willingness to work occasional out‑of‑hours when required
Useful where relevant
- Experience supporting C‑suite level or boards
- Familiarity with collaboration platforms (e.g. Microsoft 365, Google Workspace) and video conferencing systems
- Event or meeting‑planning experience, including logistics for external guests
- Basic project coordination experience or PRINCE2/other project training
- Second language skills or international travel experience
- Full UK driving licence if role requires frequent travel
See our guide to what to include in a job advert before publishing.
How to write a Executive Assistant job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be explicit about scope
State whether the role supports one executive, a team or a board, and indicate the level of autonomy expected to avoid mismatched applications.
Describe diary complexity
Detail the typical number of meetings, frequency of travel and cross‑time‑zone coordination so candidates can assess fit.
List key tools and processes
Name core systems (calendar platform, video conferencing, expense software) and note any required security or data‑handling standards.
Set realistic essential criteria
Keep the essential requirements focused on demonstrable experience and core skills; move nice‑to‑have items to the desirable section.
Executive Assistant salary considerations
Executive Assistant pay varies with seniority, sector and the complexity of duties rather than a single market rate. When setting a salary, consider the level of responsibility, required experience, location and working pattern.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Executive Assistant candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
Who will I support and who will I report to?
Candidates want to know the specific executive(s) they will assist and the reporting line to understand scope and seniority.
What is the working pattern and are flexible hours required?
Clarify expectations around on‑site days, core hours, remote working and any need for evening or weekend availability.
How complex is the diary and how much travel is typical?
Applicants will assess whether they can manage meeting volume, cross‑time‑zone schedules and frequent travel.
Are there confidentiality or security requirements?
Specify if the role requires handling sensitive material, security clearances or compliance with data protection standards.
Which systems and tools will I use?
List calendar, collaboration and expense systems so candidates can confirm familiarity or training needs.
What is the notice period and start timeline?
Experienced candidates often have contractual notice periods; they need to know the employer's preferred start timeframe.
Where to post a Executive Assistant job
Executive Assistant vacancies reach the best candidates through a mix of general and specialist channels. Use national job boards for volume, professional networks and executive support communities to target experienced EAs, and consider local business groups for regionally based roles. For senior or board support positions, include sector‑specific sites and executive support forums to attract candidates with the right level of exposure and confidentiality experience.
Related administration & executive support job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Executive Assistant job description FAQs
How much prior experience should we require?
Require the level of experience that matches the role's complexity. For single‑executive support with high diary complexity, 3–5 years supporting senior managers is reasonable; for board or CEO support, look for 5+ years or equivalent board‑level experience.
Should we insist on a degree?
A degree is not usually essential for Executive Assistant roles. Prioritise demonstrable administrative experience, communication skills and discretion. Make a degree desirable rather than mandatory unless the employer has a specific reason.
Do EAs need security clearance or background checks?
Many organisations will require standard right‑to‑work checks and references; regulated sectors or highly confidential roles may require enhanced background checks or security clearance—specify these requirements in the advert if applicable.
How do we advertise hybrid or flexible working?
State the expected in‑office days or a clear hybrid policy so candidates can judge suitability. If flexibility is negotiable, note that to widen the candidate pool.
What notice period should we expect from good candidates?
Experienced candidates often have contractual notice periods of one to three months. If you require an early start, indicate whether you can offer a flexible start date or compensation for garden leave.
Ready to recruit an Executive Assistant?
Use this template to create a clear advert, then target both general job boards and executive support communities to reach experienced candidates. If you need help posting to multiple sites or managing responses, consider using a job distribution service to increase reach and save time.
