Executive Assistant job description template
An executive assistant supports one owner or leader directly, managing their calendar, inbox, travel and priorities so they can spend time on the work only they can do. Good posts describe whose time they'll manage, how much access they'll have to email and finances, and which personal or business errands are included.
Executive Assistant
Full-timeYour Company is hiring an executive assistant to support our owner and help keep the business moving. You'll manage a busy calendar and inbox, coordinate meetings and travel, prepare documents and follow up on projects so nothing gets missed. You'll be trusted with confidential information and will often act on the owner's behalf. If you're organized, discreet and always thinking a step ahead, we'd love to talk.
What you’ll do
- Manage the owner's calendar, schedule meetings and protect time for priority work
- Monitor and organize the owner's inbox, drafting replies and flagging urgent items
- Arrange travel, prepare itineraries and adjust plans when things change
- Prepare agendas, take meeting notes and track action items to completion
- Draft letters, presentations and reports in Microsoft 365 or Google Workspace
- Serve as a point of contact for clients, vendors and partners on the owner's behalf
- Handle expense reports and keep receipts organized for the bookkeeper
- Coordinate special projects and events from planning through follow-up
What we’re looking for
- Experience directly supporting an executive, business owner or senior manager
- Advanced calendar and email management skills in Google Workspace or Microsoft 365
- Excellent written communication and sound professional judgment
- Complete discretion with confidential business and personal information
- Able to anticipate needs and keep several projects moving at once
Nice to have
- Experience with project tools such as Asana, Notion or Monday.com
- Event planning or travel coordination experience
- Familiarity with Expensify or another expense-tracking tool
Schedule
Full-time, Monday through Friday during business hours, with occasional early or late availability for time-sensitive requests.
What we offer
- Paid time off that grows with tenure
- Health insurance with an employer contribution
- Company laptop and phone
- A close working relationship with the owner and exposure to every part of the business
Add your pay, location and schedule when you post. Jobs that show pay get noticeably more applicants.
Executive Assistant our company is hiring an executive assistant to support our owner and help keep the business moving. You'll manage a busy calendar and inbox, coordinate meetings and travel, prepare documents and follow up on projects so nothing gets missed. You'll be trusted with confidential information and will often act on the owner's behalf. If you're organized, discreet and always thinking a step ahead, we'd love to talk. What you’ll do • Manage the owner's calendar, schedule meetings and protect time for priority work • Monitor and organize the owner's inbox, drafting replies and flagging urgent items • Arrange travel, prepare itineraries and adjust plans when things change • Prepare agendas, take meeting notes and track action items to completion • Draft letters, presentations and reports in Microsoft 365 or Google Workspace • Serve as a point of contact for clients, vendors and partners on the owner's behalf • Handle expense reports and keep receipts organized for the bookkeeper • Coordinate special projects and events from planning through follow-up What we’re looking for • Experience directly supporting an executive, business owner or senior manager • Advanced calendar and email management skills in Google Workspace or Microsoft 365 • Excellent written communication and sound professional judgment • Complete discretion with confidential business and personal information • Able to anticipate needs and keep several projects moving at once Nice to have • Experience with project tools such as Asana, Notion or Monday.com • Event planning or travel coordination experience • Familiarity with Expensify or another expense-tracking tool Schedule Full-time, Monday through Friday during business hours, with occasional early or late availability for time-sensitive requests. What we offer • Paid time off that grows with tenure • Health insurance with an employer contribution • Company laptop and phone • A close working relationship with the owner and exposure to every part of the business
Screening questions for an executive assistant
Ask these on the application form to sort applicants quickly. They’re added automatically when you post this template.
- Have you worked as an assistant directly supporting an executive or business owner?Yes / No · required
- Which calendar, email and project management tools do you use most?Short answer · required
- Describe how you'd sort out an owner's week when three important meetings conflict.Paragraph
Executive Assistant interview questions
- How do you decide which emails need the owner's attention and which you can handle yourself?
- Walk me through how you'd plan a two-day business trip from start to finish.
- The owner is double-booked with an important client and a vendor. What do you do?
- How do you keep track of follow-ups and deadlines for someone else?
- Tell me about a time you saw a problem coming before your manager did.
- How do you handle confidential information, such as personnel or financial details?
- What do you need from the person you support in order to do your best work?
Tips for hiring an executive assistant
- Give finalists a paid exercise: a messy week of calendar requests and emails to prioritize, schedule and answer.
- Spend real time with finalists before deciding. You'll work together every day, so communication style matters.
- Decide up front which accounts they'll access, such as email, calendars or company cards, and set permissions on day one.
- Ask references how the candidate handled sensitive information and last-minute changes.