Guide to Writing the Perfect Executive Assistant Job Description [Template Included]

You’re running late for a client call, and your calendar just double-booked itself again. Sound familiar? Even the best leaders hit a wall when the job demands more than their calendars can handle.

That’s where the impact of hiring an executive assistant becomes clear. A great executive assistant helps you take your time back by staying on top of tasks, moving things forward, and keeping the chaos in check. 

So, where do you start? With an effective job description.

In this article, we’ll walk you through how to write an executive assistant job description that helps you attract the right candidates and provide a customizable job description template to get you started. 

What Does an Executive Assistant Do?

An executive assistant is a high-trust strategic partner who supports senior leaders by managing their time, communications, and operational priorities to maximize effectiveness.

An executive assistant (EA) isn’t just a glorified scheduler—they’re often the force multiplier behind top-performing leaders.

As a result, they are considered one of the five internal people every CEO needs.

The best EAs don’t just handle logistics. They enable better decision-making, faster execution, and stronger alignment across the org.

The core responsibilities usually include: 

Calendar and priority management

Guarding time like it’s a scarce resource (because it is), ensuring executives are focused on high-leverage activities—not buried in status updates or back-to-back Zooms.

A good EA will decline meetings on your behalf and push back on requests that don’t align with your priorities.

Communication filtering

Drafting emails, triaging your inbox, and managing both internal and external communications.

Think of it as air traffic control for your inbox and Slack. They’re not just forwarding messages. They’re making judgment calls about what needs your attention immediately versus what can wait.

Cross-functional coordination

Prepping decks, following up on action items, and keeping projects moving—especially when accountability starts to drift. This often means reaching out to other departments on your behalf and ensuring deliverables stay on track.

Travel and logistics

Handling complex travel arrangements with minimal disruption and anticipating potential bottlenecks before they happen.

Trusted support

Serving as a sounding board, strategic confidant, and operational glue. A great EA is often one step ahead—and deeply aligned with the exec’s goals.

What to Include in an Executive Assistant Job Description

A generic job description brings generic candidates. If you want someone who’ll actually be a strategic asset—not just an order-taker—your job post has to signal that from the start.

Here’s how to make sure it does:

Job title

The wrong title attracts the wrong applicants. “Administrative Assistant” signals a different level of responsibility entirely.

Use titles like “Executive Assistant to the CEO” or “Senior Executive Assistant.” But here’s what most people miss—include the level of independence in the title or subtitle.

Example: “Senior Executive Assistant to the CEO—High-trust role with decision-making authority.”

Experienced EAs scan for signals about autonomy. If they see “administrative” anywhere, they’ll assume it’s task-based work and keep scrolling.

Summary of the role

Most job summaries are terrible. They say things like “fast-paced environment” (meaningless) or list a bunch of tasks (overwhelming).

Instead, write 2-3 sentences that explain:

• Who they’ll support and why that person needs an EA
• What kind of partnership you’re looking for
• The business impact they’ll have

Good example: “You’ll partner directly with our CEO to manage competing priorities and ensure nothing falls through the cracks. This isn’t about scheduling meetings— it’s about protecting focus time, making judgment calls, and keeping our leadership team aligned so we can scale effectively.”

Why this works: It signals strategic partnership over task execution, which attracts candidates who think bigger picture.

Key responsibilities

If you list 18 bullet points, you signal disorganization. Instead, group responsibilities into 4-5 outcome-focused categories, such as:

• Executive enablement: Calendar optimization, travel coordination, meeting prep
• Communication management: Email triage, stakeholder updates, internal coordination
• Project coordination: Following up on action items, tracking deliverables, cross-team alignment
• Confidential support: Sensitive research, board meeting prep, strategic planning assistance

This approach shows you understand the role’s strategic value and helps candidates see how their work connects to business outcomes.

Required skills and experience

Be specific about experience and core competencies:

• “3+ years supporting C-level executives.”
• “Expert-level calendar management with the ability to optimize for productivity, not just scheduling.”
• “Strong written communication skills: You’ll be drafting emails that represent the executive.”
• “Experience managing confidential information with complete discretion.”
• “Proven ability to prioritize competing demands and make judgment calls about urgency.”
• “Project coordination skills: ability to follow up on deliverables across multiple teams.”

Generic requirements like “organizational skills” attract everyone. Specific competencies attract people who’ve actually done this work at the level you need.

Location

Candidates will want to know whether the position is in-office, remote, or hybrid. If it’s a remote role, will there be any time zone or location restrictions? 

Example: “Remote role with flexibility, but must have at least 6 hours of overlap with Eastern Time for real-time collaboration.”

If it’s a hybrid role, how many days do they need to spend in the office? From a hiring perspective, clarity surrounding location expectations will help attract candidates who are able and willing to work within your setup.

Working hours

Establishing your working hours in the job description will filter out candidates who aren’t a match from the get-go. Candidates need to know what’s expected in terms of availability.

Is the role full-time with set hours, or is there flexibility? 

Tools and software familiarity

Everyone lists “proficient in Google Workspace.” That’s table stakes.

Instead, focus on how they’ll use these tools strategically:

• “Experience using calendar management to optimize executive productivity.”
• “Skilled at using project management tools to track cross-team deliverables.”
• “Comfortable learning new tools quickly as business needs evolve.”

Work style expectations 

The ideal candidate should fit your company’s working style and organizational culture. According to a Gallup study, those who feel connected to their company’s culture are four times more likely to be engaged at work, which often leads to better performance outcomes.

But they also need to match the style of the exec they’ll be supporting. 

So this section is where you filter for cultural fit.

For example, be specific about what “proactive” means to you:

Vague: “Must be proactive and detail-oriented”

Better: “Comfortable anticipating needs, suggesting process improvements, and taking initiative without detailed direction.”

If you’re particular about communication style, say so. If you prefer someone who asks questions before acting, mention that. If you want someone who makes decisions and updates you afterward, be clear about that too.

Salary or pay range

While optional, stating a salary or pay range upfront can attract candidates who align with your budget and value transparency. It also helps manage expectations, saving everyone time.

When mentioning pay, provide a flexible range rather than a fixed figure, as you can then adjust based on skills, location, and experience. For remote roles, consider whether you’ll pay based on your location or theirs. 

Perks and benefits

What additional incentives do you offer? Perks play a huge role in enticing top candidates.

For remote hires, this might include offering home office stipends, flexible hours, and wellness programs, while commuter assistance and various in-office amenities can be added for on-site positions.

Equipment and remote support 

If the role is remote, clarify what equipment and support you’ll provide, such as a company laptop, home office reimbursement, or a monthly work-from-home stipend.

How to apply

Be precise about the application process. If you want candidates to submit a cover letter or a portfolio, mention it here.

Give them concise instructions on how to apply, who to contact, and whether there’s a deadline. Make the process as straightforward as possible to avoid confusion and show that your company values organization.

Executive Assistant Job Description Template (Customizable)

Here’s a sample template to kickstart your hiring process. Be sure to adjust each section and fill in each bracket to match the unique requirements and expectations of your company. 

Job title:

• Executive Assistant to [Executive’s title] – [Remote/hybrid/on-site in city, state]

Summary:

We’re looking for an experienced Executive Assistant to support our [Executive’s name or title] at [Company name] in managing priorities, protecting focus time, and ensuring nothing falls through the cracks. This isn’t about scheduling meetings. It’s about making judgment calls, coordinating across teams, and helping us scale more effectively.

You’ll have real authority to manage the CEO’s time and commitments, which means we need someone who’s comfortable making decisions and acting independently.

Key responsibilities:

[Organize responsibilities under 4–5 strategic categories. Customize the following bullets to reflect actual responsibilities and business goals.]

Calendar & Priority Management

• Own and optimize [Executive’s] calendar, protecting focus time and minimizing context switching
• Decline, move, or re-prioritize meetings based on urgency and importance
• Coordinate complex scheduling across internal and external stakeholders

Communication & Inbox Management

• Triage emails and messages, flagging time-sensitive items and drafting responses as needed
• Maintain strong written communication, often writing on behalf of the executive
• Manage internal updates, status check-ins, and cross-functional communications

Cross-Functional Support

• Follow up on action items from leadership meetings and ensure alignment across teams
• Create briefing documents, decks, agendas, and reports for executive visibility
• Coordinate with [Ops/People/Product/Marketing/etc.] teams on upcoming projects and events

Travel & Logistics

• Plan and book travel, manage itineraries, and troubleshoot issues in real-time
• Schedule and prep logistics for offsites, investor meetings, and board reviews

Strategic Partnership

• Anticipate needs and solve problems before they hit the calendar
• Provide confidential support for sensitive business initiatives and decisions
• Act as a sounding board and operational extension of the executive

Required skills and qualifications:

• [#] years of experience as an Executive Assistant or in a similar role
• Excellent written and verbal communication skills (this role requires ghostwriting and email drafting)
• Strong judgment, discretion, and ability to handle sensitive information
• Proficiency in calendar management and prioritization across competing demands
• Tech fluency: [Google Workspace, Slack, Notion, Zoom, or specific tools your org uses]
• High degree of self-management—you know when to ask and when to act

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Preferred experience:

• Experience in [industry or business model, e.g., SaaS, VC-backed startups, or e-commerce]
• Familiarity with [Additional tools or platforms relevant to the role]
• Bachelor’s degree in Business Administration or related field

Location:

• [Specify if the role is remote, hybrid, or on-site. If hybrid/on-site, mention the physical office location. If remote, mention any time zone requirements or flexibility.]

Working hours:

• [Detail expected working hours, e.g., “Monday to Friday, 9 a.m. – 5 p.m. EST,” and note any flexibility or requirements for overtime.]

Work style expectations:

• We’re looking for someone who is [add traits like proactive, detail-oriented, communicative, or discreet]

Compensation and benefits:

• Salary Range: [$X,000 – $Y,000 per year], based on experience and location
• Benefits: [List benefits such as health insurance, paid time off, retirement plans, etc.]
• Equipment and support: [Specify if the company provides equipment like laptops, monitors, or stipends for home office setup.]

How to apply:

• Interested candidates should submit their resume and a cover letter detailing their qualifications and experience to [Email address or application link]. Include “[Title]” in the subject line.

Common Mistakes to Avoid When Writing an EA Job Description

An effective EA job description is key to finding qualified candidates, but several common pitfalls can hinder your efforts. Be sure to watch out for these common mistakes.

Mistake: Writing for an administrative assistant when you need an executive assistant

Why it’s a problem: Administrative assistants follow instructions. Executive assistants make judgment calls. If your job post focuses on task execution, you’ll attract people who wait to be told what to do.

What to do instead: Emphasize decision-making authority, strategic support, and partnership language throughout your job post.

Mistake: Underestimating the experience level you actually need

Why it’s a problem: Supporting a CEO is fundamentally different from supporting a middle manager. The pace is faster, the stakes are higher, and the decisions are more complex.

What to do instead: Require specific experience with C-level executives. A great director-level EA might struggle with CEO-level demands if they’ve never worked at that level before.

Our recruiters always look for at least 2 years of experience in the same position, dealing with C-suite execs or VPs.

Mistake: Focusing on tools instead of judgment

Why it’s a problem: Any smart person can learn Google Calendar. Not everyone can figure out which meetings to decline on your behalf or how to communicate with stakeholders when priorities change.

What to do instead: Ask about experience managing competing priorities, making judgment calls, and handling confidential situations. Tools can be taught; judgment comes from experience.

Mistake: Being vague about the level of independence

Why it’s a problem: Some executives want an EA who checks before making any decisions. Others want someone who acts first and updates later. If you’re not clear about your preference, you’ll get mismatched candidates.

What to do instead: Be explicit about your communication style and decision-making expectations. Include examples of the kinds of judgment calls you expect them to make independently.

Mistake: Limiting your search to local candidates for a role that can be done remotely

Why it’s a problem: If your team is in-office and you need someone for meeting coordination and physical presence, then yes—hire locally.

But if you’re running a distributed team or working remotely yourself, limiting your search geographically means you’re competing in the most expensive talent market while missing opportunities to find excellent candidates at more competitive rates.

What to do instead: Consider nearshore options, particularly Latin America. Companies that specialize in sourcing Latin American executive assistants can connect you with experienced EAs who’ve supported US executives, work in compatible time zones, and have salary expectations 30–70% lower than US equivalents.

Final Thoughts

A well-written executive assistant job description does more than list tasks. It signals the kind of strategic partnership you’re looking for.

With the right structure, clarity, and expectations, you’ll attract professionals who can truly amplify your effectiveness rather than just handle your calendar.

The difference between hiring an order-taker and hiring a force multiplier often comes down to how you position the role from the start. Be clear about the level of responsibility, specific about the experience you need, and honest about your working style.

And if you’re hiring remotely, we’ve seen the impact that hiring top executive assistants in Latin America can have for our clients.

When they’re able to access the caliber of talent they actually need—experienced EAs who’ve supported US executives at major companies—it transforms how effectively they can operate. 

These hires bring the same strategic thinking and judgment you’d expect from US-based EAs, but at rates that let growing businesses afford the seniority level they actually need.

Want to dive deeper into the hiring process? Check out our executive assistant hiring guide, which covers where to look for candidates, salary expectations across different markets, and the interview questions that help you identify true strategic partners.