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AccountancyISCO 3343

Executive assistant

An executive assistant is a person who provides administrative support to a member of senior management and runs the day-to-day business of their office.

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Rate 5 of the 25 essential skills of this occupation (European ESCO data). No account needed.

translate keywords into full texts

use spreadsheets software

coordinate events

organise travel arrangements for staff

process commissioned instructions

About executive assistant

The work profile of an executive assistant starts with the calendar. The assistant organises meetings, agrees dates between people whose diaries are full, and prepares and sends out papers for each session. The assistant also coordinates events: internal meetings, visits, ceremonies and travel together with everything that goes with it — flights, accommodation, visas, expense claims.

The second group of duties concerns documents and information. The assistant drafts and maintains files, works in office systems and in word processors, processes the instructions passed to them — turning a brief direction into a finished letter — and develops keywords and notes into full texts. The assistant uses different communication channels and knows the company's policies.

The assistant communicates in other languages, including in international structures, and trains other administrative staff. The day-to-day running of the office is managed as well: deadlines, document flow and supplies. Executive assistant requirements are set by the employer.

Key Work Functions

Core areas of responsibility for a executive assistant.

1

Calendar Management and Meeting Coordination

  • Manage executive calendars, schedule meetings, and coordinate availability with multiple stakeholders
  • Fix meetings by arranging venues, preparing agendas, and organizing materials
  • Communicate schedules to relevant parties and manage last-minute changes and conflicts
2

Travel and Logistics Arrangement

  • Organize travel arrangements for executives including flights, hotels, ground transportation, and visa requirements
  • Conduct business research to identify suitable travel options and negotiate rates with providers
  • Prepare travel itineraries and manage travel documentation and expense tracking
3

Administrative Operations and Document Management

  • Perform clerical duties including correspondence, filing, record-keeping, and document organization
  • Process commissioned instructions from executives and manage office facility systems
  • Organize and maintain files ensuring confidentiality and easy access to information
4

Communication and Information Dissemination

  • Use different communication channels to disseminate messages to employees and stakeholders
  • Translate keywords into full texts and prepare business communications on behalf of executives
  • Manage incoming and outgoing correspondence and screen communications appropriately
5

Office Systems and Facility Management

  • Use office systems and manage office facility systems to support efficient operations
  • Use word processing and spreadsheet software to prepare reports, presentations, and data analysis
  • Apply information security policies and observe confidentiality in all work activities
6

Personnel Support and Team Coordination

  • Train and supervise administrative staff members to maintain office standards and efficiency
  • Plan schedules for office staff and coordinate workload distribution
  • Adhere to organizational guidelines and company policies in all administrative functions

European Skills Framework

Skills and knowledge areas required for this occupation based on European classification.

Essential (25)

business communicationbusiness communicationThe process of effectively communicating within the workplace and to external bodies to achieve organisational goals.company policiescompany policiesThe set of rules that govern the activity of a company.translate keywords into full textstranslate keywords into full textsDraft e-mails, letters and other written documents on the basis of keywords or key concepts outlining the content. Choose the appropriate format and language style according to the type of document.use spreadsheets softwareuse spreadsheets softwareUse software tools to create and edit tabular data to carry out mathematical calculations, organise data and information, create diagrams based on data and to retrieve them.coordinate eventscoordinate eventsLead events by managing budget, logistics, event support, security, emergency plans and follow up.organise travel arrangements for stafforganise travel arrangements for staffPlan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.use different communication channelsuse different communication channelsMake use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.process commissioned instructionsprocess commissioned instructionsProcess instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.manage office facility systemsmanage office facility systemsKeep management and service ability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use ins...use office systemsuse office systemsMake appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It include...manage personnel agendamanage personnel agendaSchedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.use word processing softwareuse word processing softwareUse computer software applications for composition, editing, formatting, and printing of any sort of written material.disseminate messages to peopledisseminate messages to peopleReceive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.apply information security policiesapply information security policiesImplement policies, methods and regulations for data and information security in order to respect confidentiality, integrity and availability principles.fix meetingsfix meetingsFix and schedule professional appointments or meetings for clients or superiors.perform clerical dutiesperform clerical dutiesPerform administrative tasks such as filing, typing up reports and maintaining mail correspondence.maintain register of shareholdersmaintain register of shareholdersKeep a register of shareholders and monitoring changes in share ownership of the company.build business relationshipsbuild business relationshipsEstablish a positive, long-term relationship between organisations and interested third parties such as suppliers, distributors, shareholders and other stakeholders in order to inform them of the orga...perform business researchperform business researchSearch and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.build trustbuild trustExpress intentions and behaviour in a coherent and transparent manner, inviting reciprocity and establishing the grounds for a trusting and reliable connection between people and teams.communicate schedules to the people concernedcommunicate schedules to the people concernedConvey relevant scheduling information. Present the schedule to the persons concerned, and inform them of any schedule changes. Approve the schedules and verify that everyone has understood the inform...plan scheduleplan scheduleDevelop the schedule including procedures, appointments and working hours.liaise with managersliaise with managersLiaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.draft corporate emailsdraft corporate emailsPrepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.observe confidentialityobserve confidentialityObserve the set of rules establishing the nondisclosure of information except to another authorised person.
Optional (15) — show
international import export regulationsinternational import export regulationsThe principles that govern the import and export of products and equipment, trade restrictions, health and safety measures, licenses, etc.work in an international environmentwork in an international environmentGuide your career to an international level which often requires the ability to interact, relate and communicate with individuals from different cultures.create import-export commercial documentationcreate import-export commercial documentationOrganise the completion of official documents such as letters of credit, shipping orders, and certificates of origin.communicate with customerscommunicate with customersRespond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.support development of annual budgetsupport development of annual budgetSupport the development of the annual budget by producing base data as defined by the operations budget process.prepare tax returns formsprepare tax returns formsTotalise all the deductible tax collected during the quarter or fiscal year in order to fill tax return forms and claim it back to the governmental authorities for declaring taxation liability. Keep t...speak different languagesspeak different languagesMaster foreign languages to be able to communicate in one or more foreign languages.manage payroll reportsmanage payroll reportsMaintain personnel records as well as payroll reports. Record evaluations, promotions or disciplinary actions.prepare financial statementsprepare financial statementsCollect, entry, and prepare the set of financial records disclosing the financial position of a company at the end of a certain period or accounting year. The financial statements consisting of five p...show intercultural awarenessshow intercultural awarenessShow sensibility towards cultural differences by taking actions which facilitate positive interaction between international organisations, between groups or individuals of different cultures, and to p...liaise with board membersliaise with board membersReport to the management, boards of directors and committees of an organisation.build international relationsbuild international relationsBuild positive communication dynamics with organisations from different countries in order to build a cooperative relationship and optimise information exchange.revise drafts made by managersrevise drafts made by managersRevise drafts made by managers in order to check completeness, accuracy, and formatting.translate language conceptstranslate language conceptsTranslate one language into another language. Match words and expressions with their corresponding brothers in other languages, while making sure that the message and nuances of the original text are ...international tariffsinternational tariffsThe international tariffs, taxes, or duties that must be paid on a particular class of import or export materials.

Related Occupations

Occupations that need many of the same essential skills, so the move between them is shortest.

management assistant13 shared essential skillssecretary8 shared essential skillsadministrative assistant7 shared essential skillsmarketing assistant7 shared essential skillsoffice clerk6 shared essential skillsauditing clerk5 shared essential skillsclient relations manager5 shared essential skillsbusiness manager4 shared essential skills

Frequently asked questions

What does an executive assistant do?

Executive assistants are advanced administrative professionals who work with top-level executives or in international facilities in various industries. They organise meetings, organise and maintain files, arrange travel, train staff members, communicate in other languages, and manage the day-to-day operations of the office.

What skills does an executive assistant need?

An executive assistant needs 25 essential skills, including business communication, company policies, translate keywords into full texts, use spreadsheets software, coordinate events.

Will AI replace executive assistant jobs?

The AI disruption score for executive assistant is 62/100 (high risk). Skills most exposed to automation: organise travel arrangements for staff, use word processing software, fix meetings. Most resilient: build trust, show intercultural awareness, work in an international environment.

AI Replacement Risk

62/ 100
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Quick Facts

SectorAccountancy
ISCO GroupBusiness and administration associate professionals
Essential Skills25

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