In the competitive landscape of executive support, attracting and hiring a truly exceptional Executive Assistant (EA) starts with a single, crucial document: the job description. A poorly crafted description attracts unsuitable candidates, wastes valuable recruitment time, and fails to set clear expectations. Conversely, the perfect Executive Assistant job description acts as a powerful magnet for high-caliber talent, clearly articulating the role’s strategic importance, required competencies, and cultural context. It is the foundation upon which successful hires are built, whether managed internally or through specialist EA recruitment services.

Writing an effective EA job description goes beyond simply listing tasks. It requires a strategic approach – understanding the specific needs of the executive(s) being supported, differentiating between administrative and strategic functions, and using language that resonates with top-tier professionals. It must accurately portray the scope, challenges, and rewards of the position, ensuring alignment between the candidate’s expectations and the reality of the role. Insights often gleaned through personal EA services can highlight what truly attracts top candidates.

This guide provides a comprehensive roadmap on how to write the perfect Executive Assistant job description. We will cover the essential components, offer tips for crafting compelling content, address common pitfalls, and provide five distinct templates adaptable for various C-suite, startup, remote, and specialized EA roles, ensuring you can attract the precise talent your leadership needs.

Before writing, it is essential to define the specific nature of the EA support required. The modern EA role is multifaceted and varies significantly based on the executive level, industry, and company culture. Misunderstanding this can lead to a fundamentally flawed job description.

Is the primary need for someone to flawlessly manage complex logistics, scheduling, and communications, ensuring the executive’s day runs smoothly? Or is the emphasis on a strategic partner who can anticipate needs, manage projects, prepare high-level briefings, and act as a proxy for the executive? While top EAs often blend both, clearly identifying the primary focus helps tailor the description. A strategic EA role requires highlighting opportunities for impact, project ownership, and close collaboration on business objectives.

The perfect job description reflects the evolved skill set expected of high-caliber EAs today. This includes not just organizational prowess and communication skills, but also technological fluency (MS Office, collaboration platforms, potentially project management tools or AI assistants), high emotional intelligence (EQ), proactive problem-solving, discretion, resilience, and often, business acumen relevant to the executive’s function or industry. These competencies should be woven into the responsibilities and qualifications sections.

A well-structured job description provides clarity and allows candidates (and recruiters) to quickly assess suitability. Include these key sections:

Use standard, easily recognizable titles. “Executive Assistant to the CEO,” “Executive Assistant (supporting CMO & CRO),” or “Senior Executive Assistant” are clear. Avoid vague or overly inflated titles. Specify if the role supports multiple executives.

Briefly introduce your company, its mission, values, and culture. Why would a top EA want to work for you? Highlight aspects that appeal to high achievers, such as growth opportunities, a dynamic environment, or a strong company reputation.

Provide a concise (2-4 sentence) overview of the role’s purpose. What is the primary goal of this position? Who does it support? What is the key contribution expected? This section should immediately convey the essence and level of the role.

This is the core of the description. Use clear, action-oriented language to list the primary duties. Group related tasks logically (e.g., Calendar & Travel Management, Communication & Liaison, Project Support). Crucially, focus on the impact and scope of responsibilities, not just a mundane list of tasks. Instead of “Answers phone,” use “Manages executive communications, acting as primary gatekeeper.” Instead of “Books travel,” use “Coordinates complex international travel itineraries across multiple time zones.” Tailor this section heavily based on whether the role is more administrative or strategic.

Specify the required and preferred qualifications. Be realistic but clear about the necessary background.

• Experience: State the minimum years of relevant EA experience, specifying the level of executive supported (e.g., “Minimum 5 years supporting C-suite level executives”). Mention desired industry experience if applicable (e.g., “Experience in financial services preferred”).
• Education: Specify requirements (e.g., “Bachelor’s degree preferred” or “Relevant professional qualification”).
• Technical Skills: List essential software proficiency (e.g., “Advanced proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, Excel”). Mention specific platforms if critical (e.g., “Experience with Concur and Salesforce desired”).
• Languages: Clearly state requirements (e.g., “Fluency in English essential; professional proficiency in German highly advantageous”).

Dedicate a section to the crucial soft skills and personal attributes needed for success. Use keywords recruiters and candidates look for: Exceptional Organization, Attention to Detail, Proactive Thinking, Problem-Solving, Communication (Written & Verbal), Interpersonal Skills, Discretion, Confidentiality, Resilience, Adaptability, Professionalism, Emotional Intelligence.

While specific salary details might be omitted, providing a competitive range or stating “Competitive salary and comprehensive benefits package” is advisable. Briefly mention key benefits (health insurance, pension, bonus potential, flexible working options if applicable). Transparency attracts serious candidates.

Clearly state the primary work location (e.g., London, UK) and the expected work model (e.g., Full-time, Office-based; Hybrid model with X days in office; Fully Remote within UK).

How you phrase the description matters significantly in attracting the right caliber of candidate.

Start bullet points under Responsibilities with strong action verbs (Manage, Coordinate, Lead, Develop, Prepare, Liaise, Support, Drive). Frame duties in terms of their contribution or impact (e.g., “Drive efficiency by proactively managing executive priorities,” “Ensure seamless board meeting logistics”).

Instead of “Handle administrative tasks,” specify which tasks (e.g., “Manage complex calendar scheduling across global time zones,” “Prepare and reconcile executive expense reports”). Vague descriptions attract vague candidates.

Use language and tone that reflect your organization’s culture (e.g., fast-paced startup vs. traditional corporate). Subtly hint at the executive’s working style if possible (e.g., “supporting a dynamic and fast-moving CEO”). This helps candidates self-select for fit.

Use bullet points, clear headings, and sufficient white space. Recruiters and busy candidates scan descriptions quickly. Ensure key information is easy to find. Aim for clarity and brevity while providing necessary detail.

Typos and grammatical errors in an EA job description are particularly damaging, as they signal a lack of attention to detail – a core competency for the role itself. Proofread multiple times.

When posting online, ensure your description is discoverable. Naturally integrate relevant keywords that high-caliber candidates and EA recruitment services might search for, such as: Executive Assistant, C-Suite Support, CEO Assistant, PA to Director, Administrative Support, Project Coordination, Calendar Management, International Travel, [Specific Software], [Specific Industry], [Location]. Ensure the job title is clear and standard.

These templates provide a starting point. Always tailor them extensively to your specific needs, company culture, and the executive being supported.

(H1) Executive Assistant to the CEO

(H2) Company Overview [Insert brief, compelling paragraph about your company, mission, and culture.]

(H2) Role Summary We seek a highly experienced, strategic Executive Assistant to provide comprehensive support to our Chief Executive Officer. This role acts as a true partner, enabling the CEO to focus on strategic leadership by managing operational complexities, facilitating key relationships, and ensuring seamless execution of priorities within a fast-paced, global environment. The ideal candidate is proactive, possesses exceptional judgment, and operates with the highest level of discretion.

(H2) Key Responsibilities (H3) Strategic Support & Communication

• Act as primary gatekeeper, managing CEO’s time and access with strategic insight.
• Prepare and edit high-level correspondence, reports, and presentations for board meetings and external stakeholders.
• Liaise professionally with board members, investors, key clients, and senior internal executives.
• Anticipate CEO’s needs, proactively providing necessary information and preparing briefings for upcoming engagements. (H3) Calendar & Logistics Management
• Manage an exceptionally complex and dynamic global calendar across multiple time zones.
• Coordinate intricate international travel arrangements, including visas, logistics, and detailed itineraries.
• Organize and manage logistics for board meetings, executive offsites, and other high-level events. (H3) Operational & Project Support
• Support the execution of strategic initiatives by tracking action items and coordinating follow-ups.
• Assist with budget management and expense reconciliation for the CEO’s office.
• Handle highly confidential information with absolute discretion.

(H2) Qualifications & Experience

• Minimum 7-10 years’ experience supporting C-suite level executives (CEO experience strongly preferred) in a complex, international corporate environment.
• Bachelor’s degree highly preferred.
• Proven track record of operating strategically, proactively, and with exceptional judgment.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and virtual collaboration tools (Teams, Zoom).
• Fluency in English essential; additional European languages advantageous.

(H2) Key Skills & Attributes

• Exceptional organizational, time management, and prioritization skills.
• Superior written and verbal communication abilities; strong interpersonal and diplomatic skills.
• Unwavering discretion, confidentiality, and integrity.
• High emotional intelligence, resilience, and composure under pressure.
• Strategic thinking, proactive problem-solving, and strong attention to detail.

(H2) Compensation & Location

• Competitive salary commensurate with experience, plus bonus potential and comprehensive benefits.
• Based in [City, UK]; primarily office-based with flexibility as required.

(H1) Executive Assistant (Supporting VP Sales & VP Marketing)

(H2) Company Overview [Insert brief, compelling paragraph about your company, mission, and culture.]

(H2) Role Summary We are looking for a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to our Vice President of Sales and Vice President of Marketing. This role is crucial for ensuring the smooth functioning of both departments, managing competing priorities effectively, and facilitating communication between the VPs, their teams, and external partners. The ideal candidate thrives in a fast-paced environment and excels at multitasking.

(H2) Key Responsibilities (H3) Diary & Travel Coordination

• Manage complex calendars for two senior executives, scheduling meetings and resolving conflicts efficiently.
• Coordinate domestic and international travel arrangements, including itineraries and expense reporting for both VPs.
• Organize team meetings, departmental events, and client visits. (H3) Communication & Administrative Support
• Screen and prioritize incoming communications (email, calls) for both VPs.
• Prepare and format correspondence, reports, and presentations for sales and marketing functions.
• Maintain departmental records, manage CRM data entry support (Salesforce preferred), and handle general administrative tasks.
• Liaise professionally with clients, partners, and internal teams on behalf of the VPs.

(H2) Qualifications & Experience

• Minimum 3-5 years’ experience as an EA or PA, preferably supporting multiple senior managers or directors.
• Experience in a sales or marketing environment is advantageous.
• Strong proficiency in Microsoft Office Suite and virtual collaboration tools. CRM experience (e.g., Salesforce) is a plus.
• Excellent written and verbal English communication skills.

(H2) Key Skills & Attributes

• Exceptional organizational skills and ability to manage multiple conflicting priorities effectively.
• Strong attention to detail and accuracy.
• Proactive, resourceful, and able to work independently.
• Excellent interpersonal skills and a collaborative mindset.
• Professionalism and discretion in handling confidential information.

(H2) Compensation & Location

• Competitive salary and benefits package.
• Based in [City, UK]; Hybrid working model (e.g., 3 days office, 2 days remote).

(H1) Executive Assistant to the Founder/CEO

(H2) Company Overview [Insert brief, exciting paragraph about your startup, mission, stage, and dynamic culture. Emphasize growth and impact.]

(H2) Role Summary [Startup Name] is seeking an energetic, adaptable, and highly resourceful Executive Assistant to support our Founder/CEO. This is a unique opportunity to work at the heart of a fast-growing startup, providing critical support across a wide range of business and administrative functions. The ideal candidate is a proactive problem-solver, thrives in ambiguity, wears multiple hats, and is passionate about helping build our company.

(H2) Key Responsibilities (H3) Executive Support & Operations

• Manage the Founder/CEO’s demanding and rapidly changing calendar.
• Coordinate travel, meetings with investors, partners, and the team.
• Assist with preparing pitch decks, reports, and internal/external communications.
• Act as a key liaison between the CEO, the team, and external contacts.
• Handle administrative tasks, expense management, and basic office coordination. (H3) Project & Initiative Support
• Support various operational projects and initiatives as directed by the CEO (e.g., recruitment coordination, event planning, market research).
• Help implement and manage new tools and processes to improve efficiency.
• Take ownership of specific tasks to free up CEO capacity.

(H2) Qualifications & Experience

• Proven experience (2+ years) as an EA, PA, or in a similar high-support role, ideally within a startup or fast-paced tech environment.
• Bachelor’s degree preferred but not essential; strong track record is key.
• Exceptional proficiency with modern tech stacks (Google Workspace, Slack, project management tools like Notion/Asana).
• Experience handling confidential information.

(H2) Key Skills & Attributes

• Highly adaptable, flexible, and comfortable with ambiguity and rapid change.
• Exceptional organizational skills and ability to prioritize ruthlessly.
• Proactive, resourceful, and possesses a strong “can-do” attitude.
• Excellent communication and interpersonal skills.
• High level of discretion, professionalism, and energy.

(H2) Compensation & Location

• Competitive startup salary, potential equity options, and benefits.
• Based in [City, UK]; role may be hybrid or primarily office-based depending on startup needs.

(H1) Remote Executive Assistant (UK-based)

(H2) Company Overview [Insert brief, compelling paragraph about your company, mission, and remote-friendly culture.]

(H2) Role Summary We are seeking a highly disciplined, proactive, and tech-savvy Remote Executive Assistant to provide comprehensive virtual support to our [Executive Title, e.g., Chief Technology Officer] based in the UK. This role requires exceptional communication skills, the ability to work autonomously across time zones (if applicable), and mastery of digital collaboration tools to ensure seamless executive support from a remote location. The ideal candidate is a self-starter with proven experience thriving in a remote support role.

(H2) Key Responsibilities (H3) Virtual Coordination & Communication

• Manage the executive’s complex calendar, scheduling virtual meetings across global time zones.
• Coordinate virtual event logistics and digital meeting preparations.
• Manage email correspondence, prioritize inquiries, and draft responses remotely.
• Act as the primary virtual point of contact, liaising effectively with internal and external stakeholders via digital channels. (H3) Remote Operational Support
• Prepare and format presentations, reports, and documents using cloud-based tools.
• Manage digital filing systems and information flow efficiently.
• Handle expense reporting and travel arrangements (booking flights, hotels remotely).
• Proactively anticipate needs and provide solutions using digital communication methods.

(H2) Qualifications & Experience

• Minimum 5+ years’ experience as an Executive Assistant, with at least 2 years in a fully remote or significant hybrid role supporting senior executives.
• Demonstrated ability to work effectively and autonomously in a remote setting.
• Advanced proficiency in Microsoft Office 365 / Google Workspace, Teams/Slack/Zoom, and cloud-based file management.
• Experience managing schedules and coordinating across multiple time zones essential.
• Must possess a dedicated, professional home office setup and reliable high-speed internet.

(H2) Key Skills & Attributes

• Exceptional written and verbal communication skills, tailored for virtual interaction.
• Superior organizational skills, self-discipline, and time management.
• High degree of tech-savviness and ability to troubleshoot basic technical issues.
• Proactive, resourceful, and able to anticipate needs without face-to-face cues.
• Trustworthiness, discretion, and ability to build rapport virtually.

(H2) Compensation & Location

• Competitive salary and benefits package appropriate for a remote role.
• Fully remote position, candidate must be based in the UK and available during core UK business hours.

(H1) Executive Assistant & Project Coordinator

(H2) Company Overview [Insert brief, compelling paragraph about your company, mission, and culture, perhaps highlighting project-driven nature.]

(H2) Role Summary We seek a dynamic and highly organized professional to join us as an Executive Assistant & Project Coordinator, supporting our [Executive Title, e.g., Chief Operating Officer]. This hybrid role combines high-level executive support with responsibility for coordinating key departmental projects and initiatives. The ideal candidate possesses exceptional administrative skills alongside proven project coordination capabilities, acting as a crucial link between the executive and project teams.

(H2) Key Responsibilities (H3) Executive Support

• Manage the executive’s calendar, communications, and travel arrangements.
• Prepare materials for executive meetings, including agendas, minutes, and presentations.
• Act as a liaison between the executive and internal/external stakeholders.
• Handle confidential information and manage administrative tasks for the executive office. (H3) Project Coordination
• Coordinate project activities, resources, equipment, and information under the guidance of the executive.
• Track project progress, monitor deadlines, and ensure action items are followed up.
• Facilitate communication between project teams and stakeholders.
• Maintain project documentation and assist in preparing project status reports.
• Utilize project management software (e.g., Asana, Jira, MS Project) to monitor workflows.

(H2) Qualifications & Experience

• Minimum 4-6 years’ experience in an Executive Assistant role supporting senior leadership.
• Demonstrable experience in coordinating or managing projects is essential. Formal project management training or certification (e.g., PRINCE2 Foundation, CAPM) is a strong advantage.
• Proficiency in Microsoft Office Suite required. Experience with project management software is highly desirable.
• Bachelor’s degree preferred.

(H2) Key Skills & Attributes

• Exceptional organizational skills with the ability to manage both executive support and project tasks.
• Strong communication, interpersonal, and stakeholder management skills.
• Proactive, detail-oriented, and adept at problem-solving.
• Ability to work independently and manage deadlines effectively.
• Professionalism, discretion, and a collaborative approach.

(H2) Compensation & Location

• Competitive salary reflecting the hybrid nature of the role, plus benefits.
• Based in [City, UK]; Hybrid or office-based model as appropriate.

Crafting the perfect Executive Assistant job description is an investment that pays dividends throughout the hiring process and beyond. By clearly defining the role (strategic EA vs. administrative PA), accurately detailing responsibilities, specifying essential qualifications and skills, and reflecting your unique company culture, you set clear expectations and attract candidates who are genuinely aligned with your needs. Utilizing tailored templates provides a strong foundation, but customization is key. A well-written description not only attracts high-caliber talent but also empowers EA recruitment services to conduct a more targeted and effective search, ultimately leading to a successful, long-term placement that significantly enhances executive performance.