How to become An Executive Assistant

Behind every successful senior executive is an equally successful Executive Assistant. Keeping office administration organised and running smoothly is a must in business. With digital files and programs taking over, Executive Assistants are professionals who combine their exceptional IT and organisational skills to make the day-to-day functioning of senior executives as smooth and error-free as possible. 

• Executive Administrative Assistant
• Executive Secretary

What do Executive Assistants do?

An Executive Assistant would typically need to:

• Act as an executive’s right hand, performing essential and diverse tasks on time to keep executives on top of their work and organised, thereby enhancing overall business efficiency
• Prepare and format internal and external documents, such as financial statements, reports, memos, presentations, and invoice letters to be approved and used by executives as needed
• File electronic documents using various software; maintain an office filing system for paper documents
• Facilitate executive communications by answering and directing phone calls to the correct party, taking messages, and distributing corporate correspondence appropriately
• Liaise among executives, other staff, external partners, customers and clients and greet visitors
• Manage an executive’s calendar; schedule appointments & meetings; help executives prepare for them by conducting research and gathering data; take detailed minutes of the meetings
• Make travel and accommodation reservations for executives
• Perform basic bookkeeping; track and calculate expenses to generate weekly, monthly and quarterly financial reports
• Provide administrative support, acting as an office manager; perform office duties, such as ordering supplies and managing a strictly confidential records database
• Supervise the work of clerical staff to ensure a level of professionalism in the office
• Organise corporate events outside work premises, such as fundraisers, staff appreciation and sports get-togethers

An Executive Assistant works almost exclusively in an office setting, interacting with visitors, callers and other executives. There may be only an occasional need to travel depending on the sector. Some Executive Assistants work out of their own homes as virtual assistants.

Executive Assistants typically work full time, 35 to 40 hours a week. Generally, the workday runs between 8 am and 6 pm, although some organisations allow flexible work hours. Assistants can expect to work overtime late into the evening to assist executives who work long hours. 

It is possible to work in interim, part-time and temporary roles. Career breaks are also possible if you keep your skills, especially IT, up to date.

Finding a new job might seem challenging. Executive Assistants can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies.

Executive Assistants are generally employed by:

• Academic Institutions
• Creative Industries
• Scientific & Technical Services
• Governmental Organisations
• Healthcare Industry
• Hospitals 
• General Medical Practices
• Legal & Financial Organisations
• Consultancies
• Marketing & Communications Firms
• Public & Private Companies
• Social Assistance Organisations
• Local Authorities 
•  Charities
• Property Firms
• Retail Companies
• Leisure Companies

Professional associations and organisations, such as The International Association of Administrative Professionals (IAAP), are crucial for Executive Assistants interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Dealing patiently and efficiently with the different expectations, demands and personalities of their bosses

• Physical strain or harm from sitting for long periods

• Eye strain from long periods of working on a computer or the phone

• Stress from having to deal with diverse tasks and responsibilities, often simultaneously

• Pressure to make sure that office administration work runs smoothly in the organisation

• Maintaining complete confidentiality

• Feeling as if it is a thankless job, even if the organisation or your boss appreciate your work

• Following their boss’s work schedule, even if it means early morning or late night calls or meetings and even if it is in a different time zone

• Lack of balance between personal and professional life
  

Any academic program that a potential Executive Assistant takes up typically requires a period of supervised experience, such as an internship.

Some employers may give greater value to a candidate’s relevant experience than their qualifications. Potential Executive Assistants must have worked several years in other administrative positions to land a role and succeed in the field. Starting in jobs such as secretary and office clerk is a sure way to gain the necessary skills and experience to become an Executive Assistant.

Temporary work or internships for organisations may offer you a breadth of experience and lead to more permanent job placements. You can find such placements through secretarial agencies, although direct applications to companies may also be effective.

Sharpening your typing and IT skills can benefit your overall career as an Executive Assistant.

While a bachelor’s degree is not mandatory for most entry-level jobs, some employers prefer Executive Assistant candidates with a degree in business, education, communications, or a related field. While the sector and employer are often the determining factors for the education that aspiring Executive Assistants require, an associate degree in administrative assisting or executive assisting is beneficial regardless.

If you wish to work for larger companies and move up the ranks in this career, obtaining a bachelor’s degree in English, business, accounting, information technology, or human resources is highly beneficial. Other useful subjects include law, government or public administration, and secretarial studies.

Aspiring Executive Assistants should take relevant courses, usually available at community colleges and technical schools, to become well-versed in office administration and secretarial procedures. It is also helpful to acquire training from placement agencies or course providers in software typically used in the business sector, such as word processing, spreadsheets and databases. Those in more specific sectors, such as medicine or law, may also take courses to learn specific terminology and practices.

While certification is not mandatory to work as an Executive Assistant, some employers prefer candidates with credentials as they demonstrate competence in a skill set, typically through work experience, training, and passing an examination.

When acquired from an objective and reputed organisation, certification can carry a significant salary premium of up to 18 per cent, increase your chances of advancement, and allow you to become an independent consultant. Successful certification programs protect public welfare by incorporating a Code of Ethics.

You may acquire relevant certification through the International Association of Administrative Professionals (IAAP). The IAAP offers two designations, Certified Professional Secretary (CPS) and Certified Administrative Professional (CAP), which can strengthen your resume and help you stand out in the competitive recruitment process.

You may also acquire certification through online or in-person courses in office management software, such as word processing, spreadsheet, and presentation programs, to demonstrate your knowledge and efficiency to prospective employers.

Executive Assistants typically do not need a licence to work.

Performance, experience, and the acquisition of professional qualifications drive career progression. Employees with consistently high performance levels may be eligible for promotion every two to three years. 

Executive Assistants have several options to expand and develop their careers. You may acquire expertise in an industry or area and sharpen your skills by learning its specific vocabulary. You may also evolve into a role that helps coordinate departmental or organisational work. After some years of experience, it could be possible to work as Assistant to the Company Director or assist other senior managers.

Your existing skills and those that you acquire through training can be helpful in your career progression. For example, if you speak or learn multiple languages, you could become a bilingual assistant.

Some sectors, including charity and property, allow you to climb the hierarchy through promotion into internal vacancies. Working in administration in an industry of your choice may also offer you different avenues, such as sales and marketing, to diversify and grow if you know how to use and polish your skills.

Executive Assistants with a degree in a related field, administrative experience and exceptional organisational and IT skills have the best job prospects.

Continuing professional development (CPD) will help an active Executive Assistant build personal skills and proficiency to upskill continually.

When you begin your job, your employer will train you in company-specific policies, procedures and systems to familiarise you with the needs of the specific sector. 

Executive Assistants may acquire higher qualifications or further polish their skills through work-based learning, a professional activity, formal education, or self-directed learning. They may do so either with support from their employer or independently. Typical training topics include typing, document preparation, IT skills, audio transcriptions, business administration, and administrative procedures. 

Training in Microsoft Office programs, statistical software, web-authoring, and design are always useful when opting for a career as an Executive Assistant.

Acquiring specialisation in the medical or legal sector requires additional training and learning to develop the relevant vocabulary and skills. 

The Complex & Diverse Skill Set of Executive Assistants

Executive Assistants have one critical role to fulfil in an organisation - keeping a business organised and up to date. However, to perform the multitude of tasks, there are also multiple skills that they must acquire. Typing, filing, and other administrative skills are essential to succeed, but in addition to these, employers often search for specific soft skills. 

Communication skills are vital since Executive Assistants are the gatekeepers of communication, whether by phone, email or in person. They also decide which customers will meet the senior executives and whom to provide alternative solutions to their issues.

Time management skills allow Executive Assistants to manage their own time and that of company executives.

Trustworthiness and confidentiality are vital attributes as Executive Assistants are entrusted with sensitive information about the inner workings of a business. 

Multitasking helps Executive Assistants juggle several and diverse tasks simultaneously.

Types of Administrative Assistants

Executive Assistants and Executive Administrative Assistants support the top executives in an office. They often review incoming documents, conduct research, and prepare reports. 

Legal Executive Assistants have in-depth knowledge of legal terminology and procedures. They work under attorneys or paralegals, assisting with legal research and journal reviews. They often prepare summonses, complaints, motions, subpoenas, and other legal documents.

Medical Executive Assistants have an excellent grasp of medical terminology and procedures. They must often transcribe dictations from physicians and prepare reports or articles for those in the medical field. They are also responsible for recording patients' medical histories, arranging for hospitalisations, and processing insurance payments.

Secretaries work across nearly all sectors, taking care of administrative office work.

Given the diverse and numerous tasks that Executive Assistants must perform, the Eisenhower or Urgent-Important Matrix is a tool they can use to prioritise tasks by urgency and importance.

Executive Assistants are hidden gems whose inputs are crucial to organisational success. They work behind the scenes to help executives fulfil their responsibilities in the best way possible, keeping documents, calendars, notes, and archives organised. Their personalised support and diverse competencies make them no less than superheroes who ensure the smooth sailing of an enterprise on a day-to-day basis and in the long run.

Time yourself over the tasks you do to ensure you do not skip anything and optimise the work within the given time, maybe using software packages. Begin with the tasks you don’t like to get them out of the way. Create a rolling to-do list to carry forward remaining tasks. Use the Pomodoro method to break down a major task into small chunks of time. Be aware of distractions, whether emails, people or other interruptions and handle them smartly. Beware of procrastination.