Executive assistant job description
Where we source our data
Let’s get real. Job information online can often be overly optimistic — conveniently glossing over the raw bits. But when you’re making decisions about your future, you need all the facts.
That’s why we anonymously surveyed executive assistants about their job, with hopes of getting an honest insight into what it’s really like.
While we did our best to ensure respondents were Australians and verified their job titles with proof of employment, we can’t guarantee complete accuracy — or that your experiences in the field will reflect theirs. So, we suggest that you take these insights as a guide only and try to talk to people in the field before making an important decision.
Where we source our data
Let’s get real. Job information online can often be overly optimistic — conveniently glossing over the raw bits. But when you’re making decisions about your future, you need all the facts.
That’s why we anonymously surveyed executive assistants about their job, with hopes of getting an honest insight into what it’s really like.
While we did our best to ensure respondents were Australians and verified their job titles with proof of employment, we can’t guarantee complete accuracy — or that your experiences in the field will reflect theirs. So, we suggest that you take these insights as a guide only and try to talk to people in the field before making an important decision.
Organising
Based on our career survey data, these are the words that workers would use to describe their jobs.
Detail-oriented
Based on our career survey data, these are the words that workers would use to describe their jobs.
Intellectual
Based on our career survey data, these are the words that workers would use to describe their jobs.
Tasks and responsibilities for an executive assistant
Each day as an executive assistant is different from the last. There are many responsibilities in this role, and they can vary depending on what kind of company you work for.
So, what does an executive assistant do? Executive assistant duties can include:
- Managing the executive's or teams calendar
- Making travel arrangements and planning events
- Booking meeting rooms, scheduling meetings and taking minutes
- Delegating tasks to other assistants
- Preparing reports, presentations or proposals
- Maintaining databases, filing systems and giving administrative support
- Dealing with confidential and sensitive documents
Reasons to choose this job
Based on our career survey data, these are the factors that workers said were most important to them when choosing this job.
High paying
The pay jump from office administrator or personal assistant to executive assistant can be significant, and this job can be financially rewarding if you work for certain companies. A good business knows an excellent administrative assistant is worth their weight in gold.
Job security
A career as an executive assistant can offer fantastic security, especially if you are good at your job. As an assistant to a large team or senior management, you know them down to the finest detail and become difficult to replace.
Enjoyable
Being an executive assistant can be fast-paced, diverse and rewarding. So if you love the thought of being all over the small details, are a good problem solver and enjoy working to support a business and its senior executives, this role could be perfect for you.
Job satisfaction
Overall job satisfaction
This overall score combines the critical factors in job satisfaction. It includes fulfilment, stress levels, and opportunities for advancement, based on our career survey data.
Stress level
How stressful workers feel their job is, based on our career survey data.
Fulfilment
How personally rewarding workers feel their job is, based on our career survey data.
Skill level
The skill level required to do this job is based on both our career survey data and official data from the Labour Market Information Portal.
Job market trends for an executive assistant
Australia’s personal, administrative, and executive assistant job market is enormous, with a recorded 53,200 workers in 2020. Although jobs are set to decline slightly by 2025, the role is needed across many sectors in Australia. There will still be plenty of job openings, and overall levels are predicted to remain around 47,200.
Median salary
Where this data comes from
Median salary
We use the median salary over the average because it’s more realistic — unusually high or low salaries don’t skew the median. It shows the true middle point, which is what your typical worker in this job earns.
This figure is from the Australian Bureau of Statistics. It’s the official median full-time adult salary for non-managers, before tax. (Includes salary sacrifice.)
Source: Australian Bureau of Statistics, ABS Survey of Employee Earnings and Hours (cat. no. 6306.0), Customised Report
Projected job growth
Job growth projections, using data from the Australian Bureau of Statistics. These calculations were made before COVID-19 and may not accurately reflect the labour market. Use these numbers as a general guide only.
Where this data comes from
Median salary
We use the median salary over the average because it’s more realistic — unusually high or low salaries don’t skew the median. It shows the true middle point, which is what your typical worker in this job earns.
This figure is from the Australian Bureau of Statistics. It’s the official median full-time adult salary for non-managers, before tax. (Includes salary sacrifice.)
Source: Australian Bureau of Statistics, ABS Survey of Employee Earnings and Hours (cat. no. 6306.0), Customised Report
Projected job growth
Job growth projections, using data from the Australian Bureau of Statistics. These calculations were made before COVID-19 and may not accurately reflect the labour market. Use these numbers as a general guide only.
Projected job growth
Where this data comes from
Median salary
We use the median salary over the average because it’s more realistic — unusually high or low salaries don’t skew the median. It shows the true middle point, which is what your typical worker in this job earns.
This figure is from the Australian Bureau of Statistics. It’s the official median full-time adult salary for non-managers, before tax. (Includes salary sacrifice.)
Source: Australian Bureau of Statistics, ABS Survey of Employee Earnings and Hours (cat. no. 6306.0), Customised Report
Projected job growth
Job growth projections, using data from the Australian Bureau of Statistics. These calculations were made before COVID-19 and may not accurately reflect the labour market. Use these numbers as a general guide only.
Where this data comes from
Median salary
We use the median salary over the average because it’s more realistic — unusually high or low salaries don’t skew the median. It shows the true middle point, which is what your typical worker in this job earns.
This figure is from the Australian Bureau of Statistics. It’s the official median full-time adult salary for non-managers, before tax. (Includes salary sacrifice.)
Source: Australian Bureau of Statistics, ABS Survey of Employee Earnings and Hours (cat. no. 6306.0), Customised Report
Projected job growth
Job growth projections, using data from the Australian Bureau of Statistics. These calculations were made before COVID-19 and may not accurately reflect the labour market. Use these numbers as a general guide only.
Pathway options
Job pathways are drawn from the Australian Apprenticeships Pathways site.
The skills an executive assistant needs to perfect the job effectively and the skills strengthened and honed over time in the job as transferable to many other roles. You could even be qualified for more senior positions in a company.
Where a job as an executive assistant could take you:
Junior
-
Office assistant
Most common qualification: Certificate III in Business (BSB30120)
-
Administrative assistant
Most common qualification: Certificate III in Business (BSB30120)
-
Executive assistant
Most common qualification: Certificate III in Business (BSB30120)
Mid
-
Office manager
Most common qualification: Diploma of Leadership and Management (BSB50420)
Senior
-
Business manager
Most common qualification: Diploma of Business (Operations) (BSB50120)
Skills you might already have
Based on our career survey data, the soft skills that workers said were most needed to do their job well.
To be successful in an executive assistant position, you need a robust set of soft skills — that come naturally or that you’ve acquired through past employment and experiences.
Desired executive assistant skill set:
Communication
Communication skills are possibly the most critical skills of an executive assistant. You must be an active listener, use strong interpersonal skills, make sure you are clear with your colleagues and any business stakeholders, and top of all areas of communication you have been assigned.
Organisation
A natural affinity for organisation goes a long way as an executive assistant. Generally, you will be employed to assist senior colleagues and management with many small business details. Having a straightforward process for complex things is highly valued.
Time management
Excellent time management is essential in an executive assistant job. The role involves many small tasks that run alongside each other, and you are in charge of juggling meeting and event times for your team members.
Hard skills
The job-specific skills that workers said were most important, supplemented with data from JobOutlook and online job advertisements.
You can gain most of the technical skills required to become an executive assistant through job experience. But if you want to stand out as a prospective employee, take a VET course through a registered training organisation (RTO). Training ensures you are in the best position to start the job running and shows employers that you have the right skills.
Some technical skills for an executive assistant role:
Executive support and communication
General computer skills
Microsoft Office and other software applications
Complex problem-solving
Create electronic documentation
Organise schedules and field phone calls
Design and produce spreadsheets
Project management
How to become an executive assistant
-
Work experience
Donating your time to the local community can be a great way to get some administration and office experience. This will look great on your CV when it comes time to apply for an entry-level position.
-
Study
Taking the time to study processes and skills in working in an office environment provides confidence in a role as an executive assistant. Courses like a Certificate III in Business BSB30120, a Certificate IV in Business BSB40120, or a Diploma of Business BSB50120 cover the essential skills and knowledge — and put you ahead of the rest in a job application process.
Explore related qualifications
An accredited course provided by TAFE or an RTO (registered training organisation) is an excellent way to strengthen your new career as an executive assistant. You can gain executive assistant training through a few different qualifications.
Certificate III in Business - BSB30120
This course covers a range of business administration skills and reflects the role of people in jobs such as administrative officers, executive assistants and clerical staff.
Some of the subjects covered in this course are focused on workplace health and safety, creating documents and presentations and working effectively in a team environment.
The average duration for the course is one year and can be studied full or part-time. It can be completed online or in class and may be eligible for course payment subsidies.
3 providers offer this course
Certificate IV in Business - BSB40120
This course covers a basic and more comprehensive range of skills needed to be an executive assistant, such as critical thinking, communication strategies and human resources. Individuals who complete this qualification may have a supervisory role and be accountable for various performances.
This course usually takes around a year, but it can be completed faster if you take it full time. You can study online or in the classroom, and payment concessions may be available for eligible students.
10 providers offer this course
Diploma of Business - BSB50120
This course covers fundamental and complex skills in various business services job roles. Learn about business operations, human resources, marketing, management, and leading and communicating effectively.
This qualification is excellent for students who would like to advance their career path into team leadership and management roles and can be a pathway into major Australian universities.
The average duration for this diploma is a year. It can be taken part or full-time and is available for online learning with some providers.
10 providers offer this course
Related subjects
Jobs that require exceptional organisation and great people skills aren’t limited to a role as an executive assistant. Your innate soft skills and desire to create smooth-running processes are sought-after in many other careers, like:
Related articles
A role as an executive assistant might sound pretty perfect for you at this point, and if it is, here are several helpful articles and resources to help you on your way to your new dream job:
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Job cluster: The Coordinator
What are job clusters?
The seven job clusters are sets of closely related jobs that share skills, making it easy to apply skills learned in one career to another.
The idea of the seven job clusters first appeared in a 2016 research report by the Foundation for Young Australians, titled “The New Work Mindset”. Researchers analysed thousands of online job advertisements and found that jobs are more similar than commonly thought — and the skills you gain in one position are easy to bring to another. In fact, they can help you get 13 other closely related jobs.
This model is a great way to think about 21st-century careers, where the average person changes career five times. We’ve used this framework (along with the much-loved Holland Codes model) to build a career quiz.
Why not take it and find out which job cluster feels like home?
What are job clusters?
The seven job clusters are sets of closely related jobs that share skills, making it easy to apply skills learned in one career to another.
The idea of the seven job clusters first appeared in a 2016 research report by the Foundation for Young Australians, titled “The New Work Mindset”. Researchers analysed thousands of online job advertisements and found that jobs are more similar than commonly thought — and the skills you gain in one position are easy to bring to another. In fact, they can help you get 13 other closely related jobs.
This model is a great way to think about 21st-century careers, where the average person changes career five times. We’ve used this framework (along with the much-loved Holland Codes model) to build a career quiz.
Why not take it and find out which job cluster feels like home?
A role in executive assisting requires someone hardworking who can think on their feet, is intuitive and loves to organise.
This job would be perfect for the career persona of The Coordinator. The Coordinator is efficient and practical but has strong empathy and a desire to help others.
Take the Career Quiz to discover what jobs are a great fit for you.
Frequently asked questions
What's the difference between a personal assistant and an executive assistant?
There can be confusion between the roles of personal assistants and executive assistants, and often the jobs can overlap. In general, a personal assistant provides personal support that can include household and family needs, while an executive assistant is focused more on business needs.
Where do executive assistants make the most money?
This depends on how a company values its employees, but generally, the bigger the company, the more executives it has at varying levels. The higher the executive’s level is, the more complex their assistant’s roles are, justifying a higher executive assistant salary.
A great way to be seen as a good candidate for the higher paying positions is good training and experience.
Is it worth being an executive assistant?
If you desire to help others, love to be organised, and appreciate being someone’s right-hand person, a job as an executive assistant can be rewarding.