Executive assistants primarily have an administrative focus and play a central role in how a company runs. They are expected to quickly learn how the executive thinks and functions, and leverage the knowledge to help their principals’ success.

Also, EAs often double up as personal assistants, so principals can reclaim their time.

In this article, we’ll discuss executive assistant tasks and responsibilities, including how they impact company performance.

Want to reclaim up to 15 hours of your time weekly?

Our ProAssistants come with 5+ years of experience providing C-level support to their principals, which helps them settle quickly into the new role. Also, you can opt for a fractional vs. full-time executive assistant depending on the level of support you need.

Schedule a one-on-one call to learn how our ProAssistants can help you get your time back!

How the Executive Assistant Role Has Evolved (And Why It Matters)

Previously, an executive assistant was considered simply a secretary tasked with typing and printing documents or picking up office calls on behalf of their ‘boss.’

However, the role has evolved to include leveraging technology, especially project management and CRM tools, to address scheduling bottlenecks on behalf of executives and founders.

Also, executive assistant roles now extend beyond the office walls. They double up as personal assistants who help their executives achieve their desired work-life balance.

Two professional women in a business meeting at a modern office.

Core Executive Assistant Tasks

Executive assistants are integral to their principals achieving their personal and business goals. Usually, most executive assistant tasks are repetitive regarding the required input and time frame. An example of a repetitive task would be scheduling a meeting on the first Monday of the month to review business performance.

Here are common tasks you can delegate to your executive assistant:

  • Calendar Management: Scheduling is at the core of the EA realm. Proper calendar management helps optimize the executive’s productivity and efficiency, while also saving them up to 15 hours weekly.
  • Documentation: EAs are proficient in drafting, editing, and formatting essential documents like reports, presentations, and memos to support executive decision-making. Their attention to detail ensures the documents are clear and accurate, which helps enhance their executives’ image and perceived professionalism.
  • Correspondence: An EA is often the first point of contact for any communication that requires the executive’s attention. Communication handling as an EA involves taking phone calls, screening and prioritizing emails, and streamlining coordination across departments.
  • Travel Planning: EAs help plan their executives’ domestic and international travel arrangements. This sometimes includes coordinating flights, booking accommodations, and securing local transportation for the executive and their company (family, friends, or associates).
  • General Tasks: Executive assistants often undertake numerous one-off tasks besides the repetitive roles. An example would be running home to pick up a file and bringing it back to the office, or driving to the airport to pick up a business associate.
Woman holding notepad and pen during a professional meeting.

High-Impact Projects Handled by Executive Assistants

Executive assistants don’t just manage calendars; they drive change. From coordinating cross-functional initiatives to leading event planning and process improvement, EAs take on high-impact projects that push businesses forward.

The right EA can help you handle the following high-stakes projects.

Organizing Board Meetings

Executive assistants are often responsible for coordinating and supporting quarterly or annual board meetings, ensuring high-touch hospitality for the guests.

The stakes are higher if the meetings are expected to last several days, as the logistics can be a nightmare.

Common EA duties and responsibilities when hosting board meetings include:

  • Preparing and organizing board materials and agendas.
  • Coordinating with board members and internal departments.
  • Ensuring a seamless experience that reflects well on the executive.
  • Managing logistics: venues, accommodations, meals, and entertainment.
Close-up of a conference room with team members in a meeting, listening to the presenter.

CRM (Customer Relationship Management) Oversight

Executive assistants who are deeply integrated into their principals’ networks and priorities are often tasked with managing the CRM, which directly impacts the company’s bottom line.

Their core tasks include:

  • Nurturing relationships with relevant stakeholders like clients, vendors, and regulatory bodies.
  • Tracking communications, follow-ups, and important dates.
  • Creating reports and summaries for executive use.
  • Updating and maintaining records of key relationships.

Onboarding New Employees/Clients

While onboarding is often repetitive, it becomes a high-impact project when the EA is the first point of contact. Your EA is often your representative during the onboarding process and sets the tone for the employee/client relationship with your company.

Common tasks include:

  • Scheduling welcome meetings and preparing onboarding materials.
  • Introducing the new employee/client to internal systems or teams.
  • Communicating the company’s culture, mission, and vision.
Woman writing in notebook while working on laptop.

Executive Assistant Responsibilities

Executive assistant tasks are quite different from their responsibilities. Tasks are often micro and specific, such as preparing reports, setting up emails, or scheduling meetings. However, with the right executive assistant skills, EAs can wear multiple hats, including:

  • Business Partner: Preparing briefs and reports for upcoming stakeholder meetings or presentations.
  • Chief of Staff: Acting as a point of contact between the executive and staff, customers, vendors, and other stakeholders.
  • Project Manager: Preparing project charters, status reports, and dashboards to help track deliverables, timelines, risks, and dependencies.
  • Assistant/ Scheduler: Organizing the executive’s calendar and solving scheduling conflicts.
  • Personal Assistant: Providing non-office support to the executive, such as securing travel visas, booking vacations, and planning family events.

The highlighted performance multipliers help executives achieve what Ethan Bulls calls a “29-hour workday,“ which basically means accomplishing more tasks within the same timeframe. Download the book for free and discover how EA support can help you increase your productivity significantly.

Entrepreneur reviewing paperwork beside open laptop.

What Makes an Executive Assistant Truly Indispensable

The right executive assistant often feels like your extension or double. They know how you think and operate, and leverage the knowledge to step up during high-impact situations. Below are the core traits of an indispensable EA.

Implicit Trust

An executive assistant should have a strong relationship with their principal and establish themselves as dependable.

The EA should complete assigned tasks accurately, efficiently, and with minimal oversight. This frees the executive to focus on high-level decisions.

Being a ‘Utility Player’

An indispensable EA is versatile, not limited to their job description. They are flexible and resourceful, which makes them the first person the executive turns to when there is ‘chaos,’ such as scheduling conflicts or payment delays.

This utility mindset transforms the EA from being merely an assistant to a business partner and chief of staff to the executive.

Ability to Think Like an Executive

An indispensable EA should deeply understand the executive’s preferences, priorities, and working style. This helps them anticipate the executive’s needs and make judgment calls that reflect the executive’s tone, values, and priorities.

By internalizing the principal’s mindset, the EA becomes an extension of the executive, ensuring continuity, consistency, and strategic alignment across the company.

Businesswoman on phone call while typing on laptop at desk.

Frequently Asked Questions (FAQs)

Let’s wind up by answering commonly asked questions about executive assistant tasks.

What’s the ROI of Hiring an Executive Assistant?

The main challenge in determining the ROI of hiring an executive assistant is that you get one to free up your time or solve scheduling bottlenecks, rather than to increase your company’s bottom line.

For example, getting a free afternoon, on a weekday, to attend your kid’s baseball game or catch up with an old friend passing through town often means you have someone else (an executive assistant) representing you in a philanthropic board or meeting potential clients/vendors. As such, it is best to calculate ROI based on your freed-up time, which could be between 5 and 15 hours weekly.

How Do I Know If I’m Ready to Hire an Executive Assistant?

Generally, an executive assistant should be one of your first hires, way before you start bringing other workers on board. Executive assistants are central to creating standard operating procedures, as they can be the point person who knows where everything is, taking administrative overhead off your plate.

What Are the Red Flags to Watch for When Hiring an Executive Assistant?

Some red flags to watch for when hiring an executive assistant include:

  • Candidates who lack prior experience providing support to founders and executives.
  • Vague explanations about their tasks and responsibilities in past EA roles.
  • Inability to expound how they ‘move the needle’ or bring real value to their executives.

Can Executive Assistants Manage Team Communication and Workflows?

Some red flags to watch for when hiring an executive assistant include:

  • Candidates who lack prior experience providing support to founders and executives.
  • Vague explanations about their tasks and responsibilities in past EA roles.
  • Inability to expound how they ‘move the needle’ or bring real value to their executives.

Conclusion

This article covers everything you need to know about executive assistants’ tasks and responsibilities, including how their input can help you or your company flourish. The right EA has somewhat superpowers in the way they leverage their organizational, communicational, and tech proficiency to support executives.

Ready to delegate the tasks and responsibilities highlighted in this guide so you can reclaim your time?

ProAssisting helps founders and C-suites hire remote executive assistants who function as an extension of your team. Our plans start at $3,300 per month and consist of daily support from a US-based EA. Also, we maintain a 3:1 executive-to-assistant ratio, guaranteeing that your ProAssist is available on short notice.

Take the first step. Schedule a free consultation to learn how our ProAssistants can help you reclaim your time and boost your productivity.