Executive Administrator vs. Executive Assistant – Who Is Better for You?

Picture this: It’s 1950, and offices everywhere are filled with “secretaries” sitting outside corner offices, controlling access to powerful executives. 

Fast forward to today, and those roles have changed dramatically. 

Now we have executive administrators and executive assistants—but what’s the real difference? Many leaders wonder whether these titles reflect actual differences in job duties or if they’re just fancy name changes. 

If you’ve ever been confused about which role might better support your work or what skills to look for when hiring, keep reading.

TL;DR – Executive Administrator vs. Executive Assistant

Before diving into the details, here’s a quick comparison of these two roles:

Executive Administrator	Executive Assistant
A senior-level professional who oversees broad administrative functions across an organization.	A dedicated professional who provides direct, personalized support to specific executives, focusing on enhancing their productivity.
Pros	Pros
– Higher level of seniority and respect in the organization – Broader oversight of office operations – Often manages other administrative staff – Handles budgetary aspects and approvals – More involved in office management	– More intimately connected to a specific principle – Focused on giving executives back their time – Can build deeper, more personal relationships – More flexible in handling both business and personal tasks – Often serves as a true strategic partner
Cons	Cons
– May be less focused on the personal needs of executives – Sometimes less flexible with tasks outside formal responsibilities – May have less direct daily contact with executives – Usually costs more due to expanded responsibilities – May require a more formal management structure	– Limited capacity for broader office management – May have less experience managing other staff – May need clearer boundaries for work-life balance – Sometimes viewed as having less authority
Best For	Best For
Organizations that need someone to oversee office operations, manage administrative staff, and handle budget approvals while providing executive support.	Executives who need a dedicated partner focused on saving them time, representing them, and handling both business and personal tasks to improve their productivity and quality of life.

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What is an Executive Administrator? 

An executive administrator is typically a senior-level administrative professional who manages office operations and provides high-level administrative support.

In many organizations, this role represents a step up from an executive assistant or administrative assistant position, often gained through years of experience and demonstrated leadership abilities.

The title “executive administrator” often connotes a higher level of seniority, respect, and responsibility within an organization.

As Ethan Bull, co-founder of ProAssisting, explains: “I think the biggest aspect of differences between an Executive Administrator and an Executive Assistant is experience level and the respect and level of seniority within an organization.“

What makes this role distinct is its broader scope of responsibilities.

Rather than being focused exclusively on supporting one executive, an executive administrator often oversees administrative functions across an entire office or department.

What Does an Executive Administrator Do? 

Executive administrators handle a variety of responsibilities that extend beyond traditional executive support. 

Their work typically includes:

• Office Management: Overseeing day-to-day operations of the office, including facilities management, vendor relationships, and supply orders.
• Budgetary Responsibilities: Managing office budgets, approving expense reports, and making purchasing decisions within defined limits.
• Administrative Staff Supervision: Overseeing, training, and managing other administrative professionals, including executive assistants, administrative assistants, and receptionists.
• Process Improvement: Developing and implementing more efficient administrative procedures and policies.
• HR Support: Assisting with onboarding, employee records, and company-wide communications.
• Meeting Coordination: Organizing staff meetings, board meetings, and other large-scale corporate events.
• Executive Support: Still providing some direct support to senior leaders, though often with less personal involvement than an executive assistant.

What’s important to understand is that in some organizations, an executive administrator might be doing everything that an executive assistant does, plus the additional office management duties. 

In others, they might be more focused on the broader administrative functions and less on direct executive support.

How to Hire the Best Executive Administrator

When hiring an executive administrator, look for someone with both administrative experience and leadership skills:

• Look for Proven Experience: Seek candidates who have progressively moved up through administrative roles. They have progressed through increased responsibility over time.
• Prioritize Management skills: Since executive administrators often supervise other staff, look for prior management experience and leadership capabilities.
• Assess Organizational Abilities: Test candidates on their ability to organize complex systems, manage multiple priorities, and create effective processes.
• Check Communication Skills: They’ll talk with everyone from new hires to top executives, so they need to communicate clearly with all types of people.
• Look for Problem-Solving Abilities: They should be able to handle office challenges on their own without constant guidance.
• Consider Industry Knowledge: While administrative skills are transferable across sectors, familiarity with your industry can be beneficial.

When interviewing candidates, ask for specific examples of how they’ve handled office management challenges, developed new administrative processes, and supported multiple executives simultaneously.

What is an Executive Assistant? 

An executive assistant is a professional who provides dedicated support to specific executives, focusing on increasing your productivity by handling administrative tasks, communications, and logistics. 

Unlike an executive administrator, who might oversee broader office functions, an executive assistant is more intimately connected to their principal executive.

As described in “The 29-Hour Work Day” by Ethan and Stephanie Bull, a high-level executive assistant serves as a true partner to an executive. 

They help them accomplish more than would be possible alone—essentially turning a 24-hour day into 29 hours through their support.

The executive assistant role evolved from the traditional secretary position of previous decades. 

Where secretaries were often seen as gatekeepers who kept executives “set apart” from others, today’s executive assistants are strategic partners who facilitate connections and help executives work more effectively.

What Does an Executive Assistant Do? 

So, what does an executive assistant do?

An executive assistant’s primary role is to “give back time to the principal.” They achieve this through five key performance multipliers:

1. Business Partner: Acting as a sounding board, representing the executive in meetings, and providing input on business decisions.

2. Chief of Staff: Serving as a single point of contact between the executive and others, filtering and prioritizing communications.

3. Project Manager: Taking ownership of projects and events to free the executive’s time for strategic work.

4. Assistant/Scheduler: Managing calendars, emails, and logistics with precision to optimize the executive’s time.

5. Personal Assistant: Handling personal tasks to improve the executive’s work-life balance and overall productivity.

On a practical level, executive assistants handle:

• Calendar management and scheduling
• Email screening and organization
• Meeting preparation and follow-up
• Travel arrangements
• Document preparation and editing
• Client and customer communications
• Special projects and research
• Personal tasks and errands

What sets high-level executive assistants apart is their ability to anticipate needs before they arise—what the Bulls call “ESP superpower” in their book—and their commitment to providing high-touch hospitality rather than just service.

How to Hire the Best Executive Assistant

Finding the right executive assistant requires looking beyond just technical skills to find someone who can truly partner with you:

• Evaluate Experience Level: Look for candidates with direct executive assistant experience in similar environments. Their resume and LinkedIn profile should tell a consistent story.
• Assess Soft Skills: In “The 29-Hour Work Day,” the authors suggest a 51:49 ratio of soft skills to hard skills is ideal. Look for emotional intelligence, communication abilities, and a hospitality mindset.
• Consider Presentation: Pay attention to how candidates present themselves in interviews, emails, and their application materials. This reflects how they’ll represent you.
• Test Problem-Solving Abilities: Ask for specific examples of how they’ve handled challenges for previous executives.
• Check Technical Proficiency: Ensure they’re comfortable with your essential technologies (email, calendar, CRM systems, etc.).
• Consider Cultural Fit: The relationship between an executive and their assistant is close, so personality compatibility matters.
• Define Expectations Clearly: Be upfront about whether the role includes personal tasks or will require after-hours availability.
• Trust Your Gut: After checking references and verifying experience, trust your instincts about whether this person is the right fit.

Remember that hiring an executive assistant is about finding a true partner, not just administrative support. 

The right assistant should feel like an extension of yourself, representing your priorities and values to others.

How to Structure the Workflow Between an Executive Administrator and an Executive Assistant 

If you have both an executive administrator and an executive assistant in your organization, getting the workflow right between them makes all the difference.

Start by making it clear who owns what. 

• The executive administrator typically handles the broader office functions (budgets, staff oversight, office systems). 
• The executive assistant focuses on direct support to specific executives (calendars, emails, project coordination).

But these lines blur in practice.

The best setup? Have them work together, not compete. 

Your executive administrator can oversee administrative policies while your executive assistant implements them for their specific executive. 

Think of it like this: the administrator sets the framework, the assistant executes within it.

For example, if your executive administrator establishes travel booking procedures for the company, your executive assistant follows those procedures when booking for their principal. 

If questions come up, the executive assistant goes to the administrator for guidance.

Communication between them needs to flow easily:

Schedule regular check-ins. Make sure they both know what the other is working on. This prevents duplicate work and fills in gaps.

One more thing: don’t create unnecessary hierarchy. 

Yes, the executive administrator might technically be more senior, but the executive assistant often has more direct influence with top executives. 

Respect both roles equally.

How to Hire the Right Fit for Your Leadership Team 

Before you post a job listing, get real about what you actually need.

Pull up your calendar from the past month. Count how many hours you spent on stuff that didn’t need to be you. 

For example:

• Booking travel. 
• Chasing down expense reports. 
• Scheduling meetings. 
• Answering emails that could’ve been handled by someone else.

That’s your starting point.

Don’t hire based on titles. Hire based on the work. 

Someone with “Administrative Assistant” on their resume from a demanding Fortune 500 company might be more qualified than someone with “Executive Administrator” from a small regional office.

When you’re reviewing resumes, check them against LinkedIn profiles. 

Do they match? 

If someone’s resume says they managed a team of five but their LinkedIn says nothing about it, that’s a problem.

Also:

• Look for Progression: Did they move up in responsibility over time? Did they stick around long enough to actually learn the role? Job-hopping every six months is a red flag.
• In the Interview, Ask for Specific Stories: “Tell me about a time when you had to handle a crisis” reveals way more than “How do you handle stress?” Listen for details. If they can’t give you specifics, they probably didn’t do what they claim.
• Pay Attention to How They Present Themselves: Are they polished? Would you be comfortable with them representing you to your most important client? Do they communicate clearly?
• Take Them to Lunch or Coffee for at Least One Interview: See how they treat the server. See how they handle themselves outside a formal office setting. That tells you about character.

One more thing: if you want someone good, pay them what they’re worth. Top-level executive assistants in major cities make six figures. 

If you try to lowball them, they’ll leave for someone who values them properly.

How to Create a Career Ladder for Administrative Professionals

Most companies don’t have a clear path for administrative professionals to grow. That’s why they leave.

Create actual levels with real differences:

Administrative Assistant → Executive Assistant → Senior Executive Assistant → Executive Administrator/Director of Administrative Services

Each level needs clear expectations and compensation ranges. Make them public. Your team should know exactly what they need to do to move up.

Moving from an administrative assistant to an executive assistant? Look for:

• 2-3 years of solid performance
• Ability to work without constant supervision
• Building strong relationships internally and externally
• Successfully handling bigger projects

Moving from executive assistant to senior executive assistant? You need:

• 5+ years supporting high-level executives
• Handling truly confidential information without issues
• Acting as a real partner to your principal
• Proven track record in a demanding environment

Moving from senior executive assistant to executive administrator? Show me:

• Leadership experience with other administrative staff
• Budget management skills
• Process improvement wins
• Ability to think strategically about how an office runs

Don’t promote just because someone’s been around a while. Promote because they’re ready and they’ve earned it.

Also, not everyone wants to manage people. Some executive assistants love what they do and have zero interest in becoming an administrator. 

That’s fine. Give them other ways to grow – become the expert in certain systems, mentor new hires, take on special projects.

Compensation has to reflect the levels. If the jump from administrative assistant to executive assistant is only $3,000 a year, no one’s going to care.

Have real conversations about growth. Not just once a year during reviews. Talk regularly about where people want to go and what they need to get there.

And actually promote people. If you build a career ladder but never move anyone up it, you’re just teasing them.

Relevant Characteristics Between Executive Administrator and Executive Assistant

Let’s compare these roles across several key dimensions:

	Executive Administrator	Executive Assistant
Level of Responsibility	Higher-level position overseeing administrative functions	Varies based on experience; focuses on supporting specific executives
Scope of Work	Broader administrative oversight across departments	Deeper, more focused support for specific executives
Focus Area	Office operations and administrative systems	Executive productivity and time management
Decision-Making Authority	Greater authority on office matters and procedures	Authority is typically limited to the executive’s defined parameters
Direct vs. Broad Support	Provides broader support to multiple areas	Provides deeper support to specific executives
Supervisory Role	Often supervises other administrative staff	Rarely have direct reports (except in large organizations)
Administrative Oversight	Manages office-wide administrative functions	Manages the executive’s administrative needs
Task Execution vs. Strategic Planning	More involved in planning administrative systems	More involved in executing tasks for the executive
Interaction with Executives	Regular but less intensive interactions	Daily, detailed interactions with assigned executive(s)
Confidentiality Management	Manages confidential company information	Manages highly personal confidential information
Scheduling & Calendar Management	May oversee company calendars and spaces	Intensively manages the executive’s personal calendar
Office Operations Involvement	Primary responsibility for office operations	Limited involvement in broader office operations
Project Coordination	Coordinate larger administrative projects	Coordinate executive-specific projects
Policy Implementation	May develop and implement office policies	Implements the executive’s preferences and requirements
HR & Personnel Responsibilities	Often involved in administrative HR functions	Limited HR involvement, except for executive’s team
Financial & Budgeting Tasks	May manage office budgets and approvals	Manages the executive’s expenses and sometimes budgets
Communication with Stakeholders	Communicates across the organization	Communicates on behalf of the executive
Process Improvement Role	Improves administrative processes company-wide	Improves processes directly related to the executive
Travel & Logistics Management	Oversees company travel policies	Manages detailed executive travel arrangements
Use of Office Technology & Tools	Selects and implements office-wide systems	Masters tools used by the executive

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Similarities and Differences

Now that we’ve compared their characteristics, let’s take a closer look at what truly sets these roles apart and what they have in common.

Executive Administrator and Executive Assistant Differences 

The biggest aspect of difference between an Executive Administrator and an Executive Assistant is experience level and the respect and level of seniority within an organization.

The primary differences include:

• Seniority and Title: An executive administrator is essentially a senior executive assistant with a higher level of seniority and more respect within the organization.
• Management Responsibilities: Executive administrators typically oversee the rest of the support staff within an organization, while executive assistants focus on their assigned executives.
• Office Management: An Administrator may be dealing with more office managerial aspects, including budgetary aspects of the Executive Office, and approving expense reports or expenses.
• Principal Connection: Executive assistants are “more intimately connected to a direct Principal,” providing focused support to one or a few executives.
• Decision Authority: Executive administrators typically have more autonomy to make decisions. Executive assistants often need to consult with their principals before taking action.

Executive Administrator and Executive Assistant Similarities

Despite different titles, these roles share many key features:

• Administrative Expertise: Both roles require exceptional administrative and executive assistant skills, attention to detail, and organizational abilities.
• Executive Support: An executive administrator title often still involves serving a principal or two, in addition to handling other administrative duties.
• Career Progression: Often, the “Executive Administrator’ title is given to a long-standing Executive Assistant or Senior Executive Assistant. These roles can be part of the same career path.
• Communication Skills: Both must communicate effectively with people at all levels of the organization.
• Confidentiality: Both roles handle sensitive information and must maintain strict confidentiality.
• Technology Proficiency: Both must master various office technologies and systems.
• Adaptability: Both roles require flexibility to handle changing priorities and unexpected situations.

The thing is, these roles get really blurry in real organizations. Sometimes you’ll find an Executive Administrator who’s basically just doing all the Executive Assistant stuff and none of the Administrator things we just listed.

And in other places, you might see an Executive Assistant who’s actually handling all the Administrator responsibilities instead. It’s pretty confusing!

The titles “Executive Assistant” and “Senior Executive Assistant” are often used interchangeably, too. When it comes down to it, the assistant is just going to do whatever needs to be done, regardless of what their official title says on paper.

What About C-Suite Assistants?

When it comes to supporting C-suite executives (CEO, CFO, COO, etc.), both executive administrators and executive assistants can play important roles, though in different ways.

C-suite executives often require the highest level of administrative support due to their expansive responsibilities and the significant impact of their time management on the organization. 

For these leaders, the distinction often comes down to whether they need broader administrative oversight or more dedicated personal support.

As Ethan Bull explains, “You can have an administrative assistant supporting a C-suite executive. You can have an executive assistant supporting a C-suite executive. You can have a senior executive assistant supporting a C-suite executive. You can have an executive administrator supporting a C-suite and/or serve as a director of administrative services.“

What matters most is finding the right person with the skills and mindset to support high-level executives, regardless of title. 

Many organizations pair C-suite executives with dedicated executive assistants while having an executive administrator oversee the broader administrative functions of the executive office.

For growing companies, consider this guidance from “The 29-Hour Work Day”: “Before initiating the recruiting efforts, it’s imperative that a principal takes the time to figure out what, exactly, they need or want in an assistant.” 

This applies equally to determining whether an executive administrator or executive assistant would better serve your C-suite.

Frequently Asked Questions (FAQs)

Still have questions about these roles? Here are answers to some common queries:

Which Role Has More Responsibility – Executive Administrator or Executive Assistant?

Generally, an executive administrator has broader organizational responsibilities, while an executive assistant has deeper responsibilities to specific executives. Well, this doesn’t diminish the significant responsibilities executive assistants hold for their principals.

Does an Executive Administrator Supervise Other Staff?

Yes, in most cases. Executive administrators typically supervise other administrative professionals, including administrative assistants, receptionists, and sometimes executive assistants. This supervisory role is one of the key distinctions between the positions.

Can an Executive Assistant Be Promoted to an Executive Administrator?

Absolutely. This is a common career progression path. As executive assistants gain experience and demonstrate leadership capabilities, they often advance to executive administrator roles.

Do Both Roles Require the Same Level of Experience?

Not necessarily. While both roles benefit from experience, they prioritize different types:

• Executive administrators typically need more experience managing people and systems. 
• Executive assistants need more experience providing high-level support to senior executives.

Which Role Requires More Experience or Education?

Executive administrators typically need more experience. They’ve usually spent years as executive assistants first and proven they can handle more than just supporting one person.

Education? It depends on the company. Some want bachelor’s degrees for both roles. Others care way more about experience. In our experience, a strong track record beats a degree every time.

What matters is the right kind of experience. Five years of C-level support experience at a billion-dollar company means more than ten years doing basic admin work at a small office.

Can an Executive Assistant Be Promoted to Executive Administrator?

Yes. This is actually the most common path to becoming an executive administrator.

You start as an administrative assistant, prove yourself, move up to executive assistant, keep proving yourself, become a senior executive assistant, and then transition into an executive administrator role when you’re ready to oversee broader functions.

The key is showing you can handle more than just supporting your principal. Can you train others? Can you improve processes? Can you manage budgets? Can you lead?

If you can do those things, the title will follow.

Bottom Line

Finding the right administrative support can make a huge difference in how you work and live, regardless of what title goes on their business card. 

Instead of worrying about job titles, look for someone who has the right skills, background, and personality to handle what you actually need.

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