Executive assistant job description template

What a executive assistant does

A great executive assistant gives a leader back hours every week and makes them look prepared in every meeting. The role has moved well beyond calendars: many EAs manage board materials, run leadership team cadences, and act as a gatekeeper who decides what deserves the executive's time. Spell out which executive the person supports and how much judgment they're trusted with, because that's what experienced EAs care about.

Executive assistant job description template

Copy the description, replace everything in [brackets], and cut any line that isn't true for your job. The duties and requirements are a starting point written by HR practitioners, not a legal standard, so edit them to match the real work.

Executive assistant

Details
- Department: [Department]
- Reports to: [Manager title]
- Location: [City, State, or remote]
- Employment type: [Full-time, part-time, or seasonal]
- FLSA status: [Exempt or nonexempt]
- Pay range: [$X to $Y per year]

About [Company]
[Two or three sentences about what your company does, who it serves, and why people like working here.]

Job summary
We're looking for an executive assistant to support our [title], manage a complex calendar, prepare them for every meeting, and keep important work moving without being asked.

What you'll do
- Manage a complex, changing calendar and protect time for priority work.
- Prepare briefing materials, agendas, and background notes before meetings.
- Coordinate domestic and international travel, including visas and itineraries.
- Screen and prioritize emails, calls, and requests on the executive's behalf.
- Prepare board and leadership team materials and track follow-ups.
- Handle confidential information with complete discretion.
- Plan offsites, events, and leadership meetings.
- Build strong relationships with other executives, assistants, and outside partners.

What you'll need
- Five or more years supporting senior leaders.
- Excellent written communication and judgment.
- Advanced skills in [Microsoft 365 or Google Workspace] and video meeting tools.
- Proven ability to handle sensitive information discreetly.

Nice to have
- Bachelor's degree.
- Experience supporting a CEO or C-suite in a [industry] company.
- Experience with board portals and expense systems.

Skills
Anticipating needs, Discretion, Prioritization, Stakeholder management, Writing, Event and travel planning.

Physical demands and work environment
Office or hybrid setting, with occasional evening availability for time-sensitive requests and some travel with the executive.

Pay and benefits
[$X to $Y per year], based on experience and location. [List benefits, such as health insurance, retirement plan match, paid time off, and training.]

Equal opportunity
[Company] is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by law. If you need a reasonable accommodation to apply or interview, contact [name] at [email or phone].

How to customize it for your job

• Name the executive's title and the size of the team.
• Say what decisions the EA can make without asking.
• Be honest about after-hours expectations.
• State whether the role is exempt or hourly.

Then check it against the HRTally job description standard, our 10-point checklist, and run it through the inclusive language swap list. Both take about five minutes.

How much to pay a executive assistant

Half of US executive secretaries and executive administrative assistants earned more than $36.82 an hour in May 2025, and half earned less, according to the Bureau of Labor Statistics. That national figure is a starting point, not a pay range. Pay for the same job can differ by 30 percent or more between metro areas, so check the BLS occupation profile for state and metro data before you set your range.

To convert between hourly and annual pay, use our salary to hourly calculator. If you hire in a state or city with a pay transparency law, the range must appear in the posting itself. Our pay transparency laws guide lists where, and our guide to salary bands explains how to set ranges you can defend.

Exempt status, licenses, and legal notes

FLSA status: Depends on duties. Job titles don't decide overtime eligibility. Duties and pay do. Our guide to exempt vs non-exempt employees walks through each test, and the overtime calculator shows what a nonexempt employee is owed.

Executive assistants can qualify for the administrative exemption when they support a senior executive and are delegated authority to make decisions on matters of significance, a situation the DOL regulations specifically describe. EAs who mainly schedule and route mail, even for a CEO, are often nonexempt. Whichever you choose, make sure the salary meets federal and state thresholds and the actual duties back up the classification.

This is general information for US employers, not legal advice. Laws change and vary by state and city, so confirm the current rules or talk to employment counsel before you rely on them.

Interview questions to ask

Ask every candidate the same core questions and score answers against the same criteria. Structured interviews are fairer and predict job performance better than open conversation.

1. How do you decide what gets on your executive's calendar and what doesn't?
2. Tell me about a time you prevented a problem before your executive knew about it.
3. How do you handle a request from another leader that conflicts with your executive's priorities?
4. What would you include in a briefing note for a first meeting with a new client?

When you're ready to schedule, use our interview invitation email template. For a full hiring process, read the recruitment process guide.

Frequently asked questions