What Is an Executive Assistant? [Job Description + Salary]

Being an Executive Assistant is a career with a lot of promise — the Canadian government predicts that over the next decade, demand for Executive Assistants will be high. You’ve likely heard of the roles of Administrative Assistants and Executive Assistants before. Though these jobs are similar, they’re not the same. So what is an Executive Assistant, exactly, and how does it differ from other support roles in business administration?

Instead of handling the office’’ work or tasks, Executive Assistants are specifically assigned to senior office staff members. They act as their right-hand person for project management, administrative tasks, and an array of other duties. If you’re a quick thinker, can task switch seamlessly, and thrive in a fast-paced work environment, then becoming an Executive Assistant would be a great career choice.

Keep reading to learn everything you need to know before starting your career journey to be an Executive Assistant. We’ll cover all the basics below, from expected salaries and what education you need to how to get the experience to succeed in this role.

What Does an Executive Assistant Do?

Executive Assistants work directly with specific members of upper management to tackle smaller tasks they don’t have time for. This allows upper management to focus on high-level and high-impact projects while their assistant ensures that everything else runs smoothly for the organization.

An Executive Assistant’s role and job description will change depending on the company’s needs. For example, if you’re working with the CFO of Glossier, your tasks will be different than if you’re working with the upper-level manager of a local insurance company. No matter where you’re working as an Executive Assistant, each day will be different, but you’ll generally be responsible for tasks like: 

• Accounting and bookkeeping
• Calendar management
• Client relations
• Designing and maintaining filing systems
• Arranging travel plans

 

On top of all typical Administrative Assistant tasks, Executive Assistants often act as representatives, working with clients and organizations on behalf of executives, and may also coordinate public relations activities, depending on the industry.

Executive Assistant Job Description Example 

No two days are the same when working as an Executive Assistant. One day, you could be picking up dry cleaning and organizing a work trip, and the next day, you could be filling out a spreadsheet. Since Executive Assistants typically work on many different projects, your daily tasks depend on your boss’ needs. Here’s what a job description might look like for a company looking to hire an experienced Executive Assistant in sales:

Example Job Summary:

We’re looking for an experienced Executive Assistant to support our Senior Director with all client communication, preparing reports, and managing calendars. A successful Executive Assistant will have excellent time management, project management, and communication skills. Applicants with experience in sales are preferred.

Core responsibilities include:

• Managing calendars
• Acting as a point of contact
• Organizing meetings
• Arranging travel plans
• Reviewing and filtering all incoming mail, emails, calls, and faxes
• Planning events
• Preparing reports
• Managing client relationships
• Accounting
• Bookkeeping
• Processing expense reports
• Taking meeting notes
• Keeping records
• Drafting communications (PowerPoints, speeches, etc.)
• Conducting research

 

Qualifications and skills:

• High School Degree required
• Post-secondary education preferred
• Event planning
• Expert use of Microsoft Office
• Experience in bookkeeping
• Trustworthy
• Performs well under pressure

Executive Assistant Salary

Median Hourly Wage by Province
Prince Edward Island	$24.75
Quebec	$27.00
Northwest Territories	$27.18
Newfoundland and Labrador	$27.47
New Brunswick	$27.69
Alberta	$30.00
Saskatchewan	$30.71
Ontario	$30.77
Yukon	$31.02
Manitoba	$32.00
British Columbia	$33.59
Nova Scotia	$36.40
Nunavut	$43.24
Source: Government of Canada

According to Indeed, the average annual salary for an Executive Assistant is $59,472 per year. Entry-level positions begin at $35,000, and more experienced workers can make up to $70,000 per year. The Government of Canada reports that hourly rates range from $24.75 in Prince Edward Island to $43.24 in Nunavut.

Before entering any career, it’s important to know what to expect regarding salary. As an Executive Assistant, your salary depends on many factors, including the company you work for, your province, experience, hours, and many other factors.

Skills of an Executive Assistant

While there are many hard skills Executive Assistants can learn in the classroom or through work experience, there are many soft skills that Executive Assistants must exemplify. At Robertson, you can learn the following hard skills through our Executive Assistant Diploma:

• Recordkeeping
• Microsoft Office
• Keyboard skills
• Event planning
• Risk management
• Basic marketing 
• Basic human resources
• Employment legislation

 

Regarding soft skills, it’s very important for Executive Assistants to have strong communication skills. Since they’re often coordinating with the executive’s clients, they must have great customer service and always remain polite.

An aspiring Executive Assistant should have the following soft skills:

1. Communication
2. Time management
3. Trustworthiness
4.  Multi-tasking

 

How to Become an Executive Assistant

Executive Assistants must complete at least a High School Diploma. After that, the following steps will help you start your journey as an Executive Assistant:

1. Complete a Bachelor’s Degree or pursue post-secondary education.
2. Learn common tools and business practices for office settings.
3. Get work experience as an Administrative Assistant. 
4. Apply for positions as an Executive Assistant.

 

Hiring managers may look for Executive Assistants with specific administrative training because it’s easier to train candidates with prior experience, even if it’s minimal. Online Certificate and Diploma programs typically incorporate hands-on training that ensures students are prepared and have the necessary skills and education to fulfill the position.

At Robertson, students who take the Business Administration – Executive Assistant Diploma Program will learn:

• Administrative office procedures
• Keyboarding
• MS Office programs
• Business Communications and writing
• Customer service
• Human resources basics
• Organizational behavior
• Executive management
• Employee legislation
• Recruitment and selection

 

Students also take part in a compulsory four-week full-time work practicum where they work alongside industry professionals in an Executive Assistant role. This is an important networking opportunity for students to meet with industry professionals while gaining valuable career experience.

Start the job search

Once you have completed the necessary education and have the proper work experience, you can begin your Executive Assistant job search. There are many online resources to use when beginning your job search. To start, creating a detailed, accurate, and up-to-date resume and cover letter is important.

No matter where you choose to study, the institution you study at should provide you with job search assistance after graduation. At Robertson, we offer career services to students and graduates, which include resume tips, cover letter development, help with the job search, and interview preparation.

FAQ

If you still have questions about kick-starting an Executive Assistant career, read our responses to common questions below.

Is an Executive Assistant a High Position?

Executive Assistants are typically more senior assistants in an office, helping out executives with their daily tasks. However, each office is different. Sometimes, Executive Assistants might be called Office Administrators, Office Coordinators, or Operations Coordinators, among other similar job titles. In some offices, Executive Assistants progress to senior positions in Human Resources or Accounting.

What Does an Executive Assistant to the CEO Do?

CEOs typically look for Executive Assistants with more experience, so working in this position, you may get more responsibility than a typical Executive Assistant. Along with the typical tasks, the CEO might consult you on key business decisions and give you more responsibility when communicating with clients or other upper-level management.

Is an Executive Assistant the Same as a Secretary?

The main difference between Executive Assistants and Secretaries is the level of responsibility. Secretaries typically handle daily tasks or provide support for team members who aren’t as advanced in their careers than executives. Executive Assistants can help make important decisions and are commonly viewed as dependable, discretionary team members.

Is an Executive Assistant a Good Career?

Becoming an Executive Assistant is a great career choice for those who enjoy fast-paced administrative work and want to learn from and support key organizational stakeholders.

Robertson’s Business Administration — Executive Assistant Diploma Program is a great option for students who want to complete their education online or at our Calgary campus. As a part of Robertson’s School of Business, this program equips you with the necessary office administrative skills and knowledge to prepare you for a career as an Executive Assistant. 

Connect with a Student Advisor for more information