Executive Assistant Jobs Overview
Executive assistants provide high-level administrative support that helps leaders do their jobs. As the liaison between the executive and other team members, you'll coordinate meetings, arrange travel, schedule appointments, talk to shareholders, organize events, analyze data, and prepare documents. People in executive assistant jobs provide crucial support for lawyers, CEOs, medical directors, government officials, and other professionals.
Generally, executive assistants work full-time in an office setting. Expect to put in 40 hours a week; however, you may work overtime when your supervisor needs extra assistance. Employers may offer in-person work, remote work, or a hybrid model.
From sending emails to making spreadsheets, executive assistant jobs require extensive technology use. Many employers offer on-the-job software training. Successful executive assistants enjoy many opportunities to grow with high-level clients and develop their management skills.
Average Salary for Executive Assistant Jobs
The median salary for executive assistants is $62,989 a year. Salaries range from $47,323 to $81,996 annually. San Francisco, CA offers high salaries at $77,708 per year, followed by Los Angeles, CA at $70,737 and New York, NY at $69,862.
If you want to earn more, consider relocating to an urban area. Accumulating several years of experience also gives you more bargaining power. Plus, overtime hours during busy seasons can supplement your earnings.
Check out our salary calculator to ensure that you receive fair pay. Monster displays the median salary in your area, suggests skills that enhance your resume, and compares your location to the rest of the United States.
How to Find the Best Executive Assistant Jobs for You
Start by asking yourself what you want from your executive assistant career. Do you want to perform office work until you retire or gain a few years of experience before moving on? Are you interested in maintaining your position or climbing the ranks until you're a chief executive?
Next, consider your strengths and weaknesses. Don't assume that weaknesses are permanent: You can always learn new skills to overcome them. However, some jobs are a better fit than others.
For example, if you prefer working from home, seek a remote- or hybrid-work position. Likewise, ask yourself which benefits you need. Common incentives include generous vacation time, weekends off, retirement plans, life insurance, and advancement opportunities.
Once you've figured out what you need, start with the job description. Qualifications may include skills, college degrees, software knowledge, and a certain experience level. You don't necessarily have to meet every requirement, but you can save time by applying to the closest matches.
Next, make sure that the executive assistant job description is clear about the job duties. Some listings may be more vague due to the nature of the industry — since you could find yourself doing anything and everything depending on the support needed. If you prefer more specificity, try reaching out to the hiring manager.
You can also get a better idea of the work by reviewing the company's culture and management through employee reviews on third-party websites. Browse the official website to ensure that your values align. And finally, read news about the business — you'll learn about the company and be more prepared if you ultimately get an interview.
What do you want to achieve if you get the job? If you want to advance in the company, search the website for growth opportunities and professional events. Learn about networking and meeting industry leaders.
Applying for Executive Assistant Jobs
Since hiring managers receive hundreds of applications, they typically only scan one before moving on to the next. Make sure that you follow the application instructions — for example, make sure you use the correct formatting if requested. Before you submit, make your application stand out with resume keywords.
Resume keywords are skills and qualifications that you pull directly from the job listing. This includes soft skills, such as communication, as well as job-specific tasks. When hiring managers review your application, they see that you're the perfect candidate for the job quickly and easily.
Possible keywords for an executive assistant resume include:
- administrative skills
- travel planning
- business writing
- calendar management
- mail processing
Executive assistant resumes typically start with your contact information and qualifications summary, followed by work experience, education, and skills. Include a few references from previous jobs who can provide a positive recommendation. Make sure you ask first so that they don't receive an unexpected call.
For reference, check out this sample executive assistant resume. Or, hire Monster’s Professional Resume Writing Services to have an expert craft the perfect resume and cover letter. The Premier tier also comes with a LinkedIn makeover and expedited delivery.
Most executive assistant jobs require a cover letter — a single-page document that summarizes your accomplishments and shows your enthusiasm for the position. A good executive assistant cover letter should hook the reader with an exciting introduction and then highlight your skills. You should also research the employer's pain points and explain why you're the solution.
After polishing your documents and double-checking for errors, create a Monster account for a free resume review. Submit your completed resume through Monster, and search for similar openings.
How to Follow Up After You Apply
If you don't hear back after one week, send a follow-up email to check your status and reiterate your interest. Your follow-up email is like a short cover letter. Politely greet the hiring manager, summarize your qualifications, and thank them for their time.
Make sure that you send your follow-up message to the manager hiring for your desired executive assistant position. Typically, their contact information appears on the job description or company website. If you can't find their info, call the business to request their email address.
If you're not sure what to say, use an example follow-up letter for inspiration. However, it's important to tailor the letter to your situation by referencing your application and explaining why you're excited about the opportunity.
Interview Tips for Executive Assistant Jobs
Researching the company's culture helps you anticipate the types of questions that they'll ask. For example, a business that emphasizes growth opportunities might ask, "Where do you see yourself in five years?" Other common interview questions include:
- What would you do if you caught a coworker stealing office supplies?
- What would you do if you had to complete a major assignment in 30 minutes?
- What was your biggest accomplishment at your previous job?
- What made you seek an executive assistant career?
- How would you resolve a conflict between your supervisor and a shareholder?
Many employers start with a phone interview. If this goes well, they'll schedule you for an in-person interview. You might have two or three rounds of interviews before the hiring manager makes a decision.
Interview questions range from basic queries such as "What made you leave your previous job?" to behavioral questions that provide insight into your character. Instead of giving a vague response, answer these questions using the STAR technique, which stands for situation, task, action, and result.
You'll want to remember the STAR method when answering these common behavior questions for executive assistant jobs:
- How would you handle a high-stress situation with a demanding executive?
- How do you handle a workday that involves lots of administrative work?
- What is your process for dealing with confidential information?
- Do you have a process for organizing your tasks?
Come up with a real situation from your previous job. Describe the situation and task at hand, and then, discuss the action that you took and how it resulted in a positive outcome. This shows the hiring manager what kind of employee you'd be.
Submit your follow-up thank you email within 24 hours after the interview. If you don't hear back within two weeks, you can politely inquire about the status of your application, plus take this opportunity to refresh your resume and search for other openings.
Steps to Take After Receiving an Offer
So, after a successful round of interviews, you received a job offer - congratulations! Employers want a fast response so that they can start the onboarding process. However, you'll have a period to review and possibly negotiate your offer.
The job offer should include your salary, benefits, and duties. Review the offer alongside the job description to ensure that you're getting what you applied for. If you see additional responsibilities, talk to the hiring manager to clarify expectations.
Next, make sure that you're earning a fair wage. If the company offers a lower salary than average, consider negotiating. Show the hiring manager your research, and highlight the skills that you bring to the company, such as five years of experience.
Your benefits may include a sign-on bonus, vacation time, life insurance, health insurance, stock options, and a retirement fund. If you need an adjustment, you can also negotiate your benefits package. For example, childcare reimbursement.
Contact the hiring manager with additional questions. You might want to schedule an in-person meeting so that you can review the offer together. Don't worry about "bothering" your manager — they appreciate employees who care about their job.
Executive Assistant Career Paths
Executive assistants often advance to higher leadership positions, such as executive assistant to the CEO. You can also hold executive assistant jobs until you retire — as you gain experience, you'll become increasingly valuable and can move to higher-earning companies or even manage a team of assistants.
Earning certifications, such as Certified Administrative Professional (CAP), Project Management Professional (PMP), and Certified Executive Administrative Professional (CEAP), help you advance your career. The American Society of Administrative Professionals (ASAP) offers learning and network opportunities. Seeking higher education also enhances your resume and strengthens your knowledge.
Technological advancements make it essential for executive assistants to stay on top of software updates. Software certifications stand out on your applications because employers have to spend less time training you. In particular, becoming a Microsoft Office Specialist provides access to countless job openings.
Similar Occupations
Similar positions to executive assistant jobs include: