Executive Assistant Job Description for Senior Administrative Support

This Executive Assistant job description outlines a senior administrative role for candidates who offer proactive executive support, strong organisational skills and discretion. Candidates should apply if they have experience supporting senior leaders, managing complex calendars and coordinating high priority activities across functions.

Executive Assistant Job Profile

The Executive Assistant provides comprehensive administrative and operational support to senior executives, enabling efficient decision making and smooth day to day operations. The role combines calendar management, communications handling and project coordination with a focus on confidentiality and stakeholder management.

The purpose of the role is to increase executive productivity by anticipating needs, prioritising tasks and ensuring timely delivery of administrative services. The post requires adaptability, professional judgement and a service oriented approach in a fast paced corporate environment.

Executive Assistant Job Description

The Executive Assistant will manage executive schedules, prepare briefing materials and co‑ordinate meetings and travel arrangements. The role requires preparation of correspondence, minute taking and follow up on action points to ensure that executive commitments are met and stakeholders are kept informed.

This position operates at senior management level and involves frequent interaction with internal and external stakeholders. The successful candidate will be expected to handle confidential information with discretion, manage competing priorities and work independently with minimal supervision.

The role will also support small projects and events, maintain filing systems and contribute to process improvements to enhance executive efficiency. Clear, professional communication and strong attention to detail are essential to meet the expectations of this position.

Executive Assistant: Duties and Responsibilities

• Manage and maintain complex executive calendars, prioritising appointments and resolving scheduling conflicts.
• Organise and co‑ordinate meetings, including agenda preparation, distribution of materials and minute taking.
• Prepare clear and accurate correspondence, reports and briefing notes for executive review.
• Co‑ordinate domestic and international travel itineraries and related logistics.
• Act as first point of contact for internal and external enquiries, screening communications and escalating as required.
• Maintain confidential records and handle sensitive information with discretion.
• Support preparation for board and leadership meetings, including compilation of papers and follow up on action items.
• Manage expense claims and basic administrative tracking in line with organisational procedures.
• Liaise with internal teams and external partners to ensure timely delivery of commitments and projects.
• Coordinate events and stakeholder briefings, overseeing logistics and participant communications.
• Monitor and action incoming correspondence and emails on behalf of the executive where authorised.
• Maintain and improve filing systems and information flows to enhance executive efficiency.
• Undertake ad hoc research and prepare concise summaries to support decision making.
• Contribute to process improvements and implement administrative best practice where appropriate.

Executive Assistant: Requirements and Qualifications

• Proven experience as an Executive Assistant, EA or senior administrative role supporting C‑suite or senior management.
• Educated to A level standard or equivalent vocational qualification; degree preferred but not required.
• Excellent organisational and time management skills with the ability to prioritise competing demands.
• Strong written and verbal communication skills, including the ability to draft professional correspondence.
• High level of discretion and ability to handle confidential information appropriately.
• Proficiency in standard office practices and document preparation.
• Experience coordinating meetings, producing minutes and tracking action items accurately.
• Ability to work independently, exercise initiative and adapt to changing priorities.
• Strong stakeholder management and interpersonal skills across all levels of the organisation.
• Attention to detail and commitment to delivering high quality work under tight deadlines.
• Problem solving skills and a proactive, service oriented attitude to support executive needs.
• Flexibility to work occasional extended hours when required by business priorities.