Top five skills to look for in an executive assistant

What skills should you look for in an executive assistant?

The best executive assistant blends organization, multitasking, time management, communication, and data entry skills.

• They give high-level support to senior leaders and executives.
• They juggle many tasks, so they must stay calm and organized.
• Strong tech and writing skills round out the role.

Generally, an executive assistant works in many kinds of workplaces. Their duties shift with each employer’s needs and rules.

In general, an executive assistant can do the same routine admin tasks as a secretary or personal assistant. Still, the role often goes much further.

Read on to learn the job scope and the busy nature of executive assistant work.

What is an executive assistant?

An executive assistant gives high-level admin support to senior managers, the managing director, and other executives.

Daily tasks range from answering calls and setting up meetings to handling executive requests. They also manage other office work.

In addition, they guide less senior admin staff. To do well, an executive assistant needs exceptional written and verbal communication skills, sound judgment, and good time management.

In many ways, the role of virtual assistants overlaps here. So owners and solopreneurs can hire skilled executive assistants from Philippine BPO providers, such as Remote Employee.

Who does an executive assistant work with?

An executive assistant supports high-level leaders. This includes company presidents, CEOs, and other C-suite members.

As noted, these assistants handle a wide range of tasks. Their regular duties may include:

• Scheduling meetings
• Maintaining appointment schedules
• Fielding phone calls
• Booking travel and other reservations
• Creating and filing key papers
• Other ad hoc tasks.

These are not the only duties, of course. The scope changes with each firm and executive.

Often, an executive assistant leads special projects. In that case, they also supervise other admin staff. For growing teams, administrative outsourcing can add support fast.

5 essential executive assistant skills

An executive assistant’s job is rarely boring. Their tasks go well beyond files and phone calls.

In reality, they manage many needs, often outside their job description. So they act much like a personal assistant.

Here are the top five skills to look for in a great executive assistant:

1. Organizational skills

Organization is one of the most vital skills for the role. High-level assistants juggle many jobs and a lot of data.

Without a good system, they can fall behind or miss deadlines. However, a well-organized assistant keeps things smooth and finds answers fast.

Employers expect them to stay calm, sharp, and presentable. In addition, odd problems come up often, so creative thinking helps. As a result, a strong executive assistant supports leaders and lifts the whole team.

2. Multitasking

An executive assistant rarely works on one task at a time. So they must multitask and stay flexible when urgent needs arise.

Once the urgent work is done, they pick up where they left off. This happens many times a day.

Meanwhile, colleagues ask questions and plans shift as phones ring. So a good assistant must handle distractions and prioritize well.

3. Time management

Most executive assistant tasks are time-sensitive. So success depends on focus and finishing work on schedule.

These assistants have a lot to do and can fall behind fast. So they must know which tasks come first and how long each should take. They also know when to ask for help or delegate.

In addition, good assistants set boundaries and build clear workflows. This lifts workplace productivity and protects work-life balance.

To avoid burnout, they focus during work hours and unplug at night. Good time management also lowers stress and keeps work smooth.

4. Communication skills

Executive assistants must speak and write well with clients, partners, and executives. So grammar and clear writing matter a lot.

For example, they should write a formal letter with ease. They also check every email before they send it.

Smart assistants read the tone too. So they know when to be casual and when to be formal. They also weigh message length and the right medium.

A small update may need only a short memo. However, a big issue needs a full email or report. Executive assistants also direct people. They often supervise administrative assistants and coordinate tasks across teams.

With board members and senior executives, they must be clear and professional. So they speak politely and give clear instructions.

5. Data entry

Data entry is a core admin duty. It needs care and close attention to detail.

In fact, record-keeping is a top task for executive assistants. They log meeting minutes, manage databases, handle many inboxes, and run filing systems.

So they must be quick and accurate, and able to find data fast. They also need solid tech skills.

For example, an executive assistant should know Microsoft Office or Google Suite. A good typing speed is at least 70 words per minute. They should also learn new tools fast and use email and the internet with ease. Learning the boss’s phone and computer helps too, since they may need to troubleshoot.

Remote work has raised demand for skilled EAs. So work only with trusted providers like VirtualStaff.ph for a smooth hire. It also helps to weigh the cost of hiring a virtual assistant before you start.

Key takeaways

• An executive assistant gives high-level support to senior leaders.
• The top five skills are organization, multitasking, time management, communication, and data entry.
• The role often goes beyond the job description.
• Strong tech and writing skills set great assistants apart.
• Trusted BPO providers make hiring an executive assistant easier.

Frequently asked questions

What does an executive assistant do?

An executive assistant supports senior leaders with admin work. This includes scheduling, calls, travel, and key documents.

What skills make a good executive assistant?

The best mix is organization, multitasking, time management, communication, and data entry. Strong tech skills help too.

How is an executive assistant different from an administrative assistant?

An executive assistant supports top executives and often leads projects. They may also supervise other admin staff.

What tools should an executive assistant know?

They should know Microsoft Office or Google Suite. A typing speed of at least 70 words per minute helps.

Can you hire an executive assistant remotely?

Yes. Many firms hire remote executive assistants through trusted BPO providers in the Philippines.