The complete guide to becoming an executive assistant
An executive assistant’s primary role is to assist or support high-level executives. C-suite executives, for example, have a lot on their plate and require vital administrative support from their executive assistants.Those who fill the executive assistant role are often given other job titles, such as administrative assistant, personal assistant, or executive secretary. They offer administrative support, carry out staff training, oversee office management, and even advise executives on decisions that could directly contribute to the company’s success.So, if you’re wondering how to become an executive assistant or how to get a job as an executive assistant, this guide walks you through the essential skills, steps, and tips to help you not only land a role but excel in it.
The executive assistant job description
If you want to know how to get a job as an executive assistant, it’s important to first know what an executive assistant (EA) does. As well as administrative tasks, EAs spend a significant amount of time handling correspondence on behalf of the executive, including phone calls, emails, internal memos, and letters. They’re often the first point of contact for those looking to get in touch with or set a meeting with top executives.Executive administrative assistants might also conduct research into data and company performance to write and compile reports that assist in decision-making.On top of great organizational skills and problem-solving skills, EAs have impeccable interpersonal skills.They regularly communicate and collaborate with practically every member of an organization from the clerical staff, HR teams, and senior management since they’re often required to oversee and implement internal projects.While the type of company an EA works in will influence which tasks they undertake, below is a list of some of the typical EA day-to-day duties you might find outlined in a job description:- Handling all types of correspondence
- General administrative work
- Dealing with clients and stakeholders
- Research and writing internal documentation
- Managing executives' calendars
- Scheduling meetings and taking minutes
- Managing corporate travel arrangements
- Accounting, bookkeeping, payroll, and processing expense reports
- Keeping efficient filing systems and adequate records
- Event planning
- Offering strategic advice and counsel
- Onboarding, offboarding, and training of staff members
- Managing team members and delegating tasks
The path to becoming an executive assistant
The duties and responsibilities of a typical EA encompass various areas which means that they need a variety of skills and experience. Becoming a great EA is a journey that requires honing the right skills and obtaining the appropriate qualifications to help you achieve your career goals.Here’s how you can navigate your journey to EA greatness:
1. Complete the necessary education
An entry-level administrative assistant typically needs a high school diploma to begin their career. However, it’s a good idea to go at least one step further and earn a bachelor’s degree in fields like business administration. While some people might get a job based on previous work experience, this largely depends on your potential employer.2. Obtain relevant certifications
There are several courses available that can make you stand out from the competition. These typically concentrate on specific aspects of the role, such as- Certified Administrative Professional: This course is sponsored by the International Association of Administrative Professionals.
- Computer skills courses: Aimed at improving your knowledge of key IT platforms such as Microsoft Office Suite, G Suite, and more. Completing these courses shows prospective employers that you have the computer proficiency levels needed to do your job efficiently.
- Project management courses: This is an important part of any EA’s role, so understanding the fundamentals will be very useful.
3. Complete the right training and work experience
Having the right education and certifications will give you a solid foundation to kick off your career, but nothing compares to the valuable experience you’ll gain once you’re on the job. When applying for entry-level positions, prioritize those that offer training during your first few weeks or months. Learning directly from other assistants is a bonus!Due to the demanding and sensitive nature of the role, the executive assistant position is often seen as quite senior. Aspiring EAs typically start in entry-level positions like administrative assistants, receptionists, or office assistants before working their way up.
Bonus tip: Dressing the part
Choosing the right office attire can be challenging, especially for an EA who represents both the executive and the company.Understanding the company culture and observing how your colleagues and boss dress are crucial. If you’re in a traditional environment, opt for a more formal look. Whatever you wear, it’s important to feel good and comfortable. As an EA, be prepared for anything the day might bring and consider this when planning your outfits.
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