When you need to hire a senior staff member, a clear executive assistant job description is your first step. This document tells candidates what you expect and what they will do every day. In Australia, an executive assistant (EA) is more than just a secretary. They are a partner to a leader. They help manage time, people, and tasks so the business can grow.
Key Takeaways
- A detailed job description helps you find the right candidate for your business.
- Focus on duties like calendar management, gatekeeping, and travel plans.
- An EA provides executive support that allows leaders to focus on big goals.
- Using an executive assistant skills test helps you verify a candidate’s abilities before you hire them.
The Role of Executive Support in Australia
Executive support is a specific type of help for senior leaders. In the Australian business market, an EA often handles sensitive information. You need someone who is professional and quiet about private business matters. They work closely with CEOs, directors, or owners.
Your EA will be the person who keeps everything moving. They do not just take notes; they anticipate what the leader needs next. This might mean preparing a report before a meeting or checking if a flight is on time. Righteo knows that finding this person starts with a good plan.
Key Responsibilities in an Executive Assistant Job Description
When you write your executive assistant job description, you must list the daily tasks. This helps candidates see if they have the right skills. Here are the main areas you should include:
- Managing daily tasks: Handling the small things so the leader does not have to.
- Meeting prep: Gathering papers and data before a meeting starts.
- Reporting: Writing summaries of what happened in meetings.
- Project help: Keeping track of deadlines for big company projects.
- Team liaison: Acting as a bridge between the leader and the rest of the staff.
Managing Schedules and Calendar Management
One of the most important parts of this role is calendar management. A leader’s diary can be very full. The EA must make sure there are no overlaps. They also need to make sure the leader has time to eat, travel between meetings, and do their own work.
Good calendar management includes:
- Booking meetings: Finding times that work for everyone.
- Setting reminders: Making sure the leader knows where to be and when.
- Protecting time: Blocking out hours for the leader to focus on deep work.
- Handling changes: Moving meetings quickly when things come up.
In Australia, this often involves working across different time zones. If your business has offices in Sydney and Perth, the EA must manage the two-hour or three-hour time difference.
Travel and Logistics Coordination
An EA often handles all travel plans. This is a big part of executive support. They book flights, hotels, and cars. In Australia, this might include booking domestic flights between major cities or long trips overseas.
The EA should handle:
- Booking flights: Finding the best times and prices.
- Hotel stays: Making sure the hotel is close to the meeting place.
- Visas and passports: Checking that all travel papers are ready for international trips.
- Itineraries: Creating a full schedule for the trip so the leader knows where to go.
Gatekeeping and Communication Duties
Gatekeeping is a central part of any high-level admin job description. The EA is the "gatekeeper" for the leader. They decide who gets to talk to the executive and who does not. This protects the leader from distractions.
Gatekeeping tasks include:
- Email management: Reading and sorting the leader’s inbox.
- Phone calls: Answering calls and taking messages.
- Greeting guests: Being the first person a visitor sees when they arrive.
- Filtering requests: Deciding which meetings are important and which can wait.
High-Level Admin Job Description Requirements
To find the best person, your high-level admin job description must list specific requirements. These are the skills and traits the person must have.
- Experience: Most EAs in Australia have at least five years of experience in office roles.
- Software skills: They must know how to use tools like Microsoft Office or Google Workspace.
- Communication: They need excellent writing and speaking skills.
- Problem-solving: They must be able to fix issues without asking for help every time.
- Discretion: They must keep business secrets safe.
Your Executive Assistant Job Description Template
You can use this job description template to help you write your own. Just change the details to fit your company.
Job Title: Executive Assistant Location: [Insert City, e.g., Sydney, NSW] Reports To: [Insert Title, e.g., Chief Executive Officer]
Job Summary: We are looking for an Executive Assistant to provide high-level support to our leader. You will handle calendar management, travel plans, and gatekeeping. You must be organised and able to work on your own.
Responsibilities:
- Manage the executive’s diary and schedule meetings.
- Handle all travel and hotel bookings.
- Filter emails and phone calls.
- Prepare reports and meeting papers.
- Help with office tasks and projects.
Requirements:
- Proven experience as an EA or in a similar role.
- Strong skills in office software.
- Ability to manage time well.
- Excellent English skills.
- Knowledge of the Australian business market.
Assessing Candidates for the Role
Writing the description is only the first part. You also need to check if the candidate can actually do the work. It is hard to know this from a resume alone. Righteo recommends that you test your candidates.
To find the best person, you should use an executive assistant skills test. This test checks how they handle real tasks. It can show you if they are good at calendar management or if they can write professional emails. Testing helps you avoid making a mistake when you hire.
You should also look for:
- Cultural fit: Does the person match your company's values?
- Work style: Does their way of working match the leader's style?
- Reliability: Can you trust them to get the job done on time?
Finding the right EA takes time. But with a clear executive assistant job description and the right tests, you can find someone who will help your business succeed.
Frequently Asked Questions
What is the difference between a Personal Assistant and an Executive Assistant?
A Personal Assistant (PA) often helps with a person’s life, like booking personal appointments. An Executive Assistant (EA) focuses more on the business. An EA handles high-level tasks and helps the leader manage the company.
How much do Executive Assistants get paid in Australia?
Pay for an EA in Australia depends on the city and the level of experience. In big cities like Melbourne or Sydney, the pay is often higher. Most EAs earn a good salary because the role is so important.
What software should an EA know how to use?
Most EAs need to be very good with Microsoft Outlook for emails and calendars. They should also know Word and Excel. Many Australian companies also use tools like Slack or Zoom for meetings.
Can an Executive Assistant work from home?
Some EAs work from home, but many work in the office. It depends on what the leader needs. If the leader travels a lot, the EA might work from a different place. If the leader is in the office every day, the EA usually stays there too.
How do I know if a candidate is good at gatekeeping?
You can ask them questions about how they handle difficult callers. You can also use a skills test to see how they sort through emails and decide what is important. This shows you how they protect a leader's time.