Office Manager vs. Executive Assistant: What’s the Difference?

Running a business takes a massive toll on owners and managers. A Capital One survey revealed that 42% suffer from burnout.

If you’re feeling overwhelmed, consider delegating tasks that don’t directly contribute to growth.

But who should you hire?

Many business owners struggle to understand the difference between an office manager and an executive assistant.

In this article, we’ll explore what sets these roles apart, their key responsibilities, and how to determine which position is right for your organization.

TL;DR – Office Manager vs. Executive Assistant

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

Office Manager	Executive Assistant
Manages the office environment, operations, and administrative functions for the entire organization	Provides direct high-level support to C-suite executives or business leaders, focusing primarily on the needs of their principal
Pros	Pros
Handles entire office operations Creates a buffer between vendors and the company Negotiates with suppliers and manages facilities Provides specialized operational support Maintains office policies and procedures	Gives executives more time to focus on strategic initiatives Acts as a business partner and trusted confidant Represents the executive in meetings and communications Manages complex scheduling and priorities Handles sensitive information professionally
Cons	Cons
Requires full-time salary and benefits Only beneficial when you have a physical office space Position may be unnecessary for remote teams May lack the polish needed for high-level executive interactions Challenging to find someone with handyman skills	Typically commands higher compensation Most effective when dedicated to one or few executives May lack operational knowledge of wider office needs Loyalties align with their executive(s), not necessarily the wider team
Best For	Best For
Companies with physical office spaces where employees regularly come into work and need a central point of contact for operational needs	C-suite executives, board members, entrepreneurs, and business owners who need dedicated support to maximize their productivity and effectiveness

If you’re looking for high-level executive support without the cost of a full-time hire, consider a fractional solution.

ProAssisting offers experienced remote executive assistants who can handle everything from inbox management to complex project coordination, all at a predictable monthly rate of $3,300 only.

Book a 30-minute call today to learn more about finding your perfect match.

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What is an Office Manager?

An office manager is the backbone of workplace operations, overseeing the physical environment and administrative functions that keep a business running smoothly.

They’re the go-to person for everything from temperature control and layout to reception policies and mailroom procedures.

According to research by Zippia, office managers earn an average annual salary of $43,395 ($20.86 per hour), with most having 6 or more years of experience before reaching this position.

About 44% of office managers hold bachelor’s degrees, with business being the most common (34%) major.

The office manager role shines in organizations with dedicated office spaces where employees regularly come to work.

They create structure and maintain the operational flow, allowing other team members to focus on their jobs.

Office Administrator vs. Office Manager

The terms “office administrator” and “office manager” are often used interchangeably, but subtle differences vary by organization.

An office administrator typically focuses on day-to-day administrative tasks, while an office manager generally has broader operational responsibilities.

In some companies, the office administrator role is considered junior to the office manager, while in others, it’s positioned as a more senior title with higher compensation.

Think of the relationship as similar to that between an executive administrator and an executive assistant. Titles can be used differently depending on the company.

Understanding your organization’s specific duties and expectations is more important than focusing too much on the title itself.

Female entrepreneur in a modern office taking a business call.

Office Manager Duties

Office managers wear many hats, with responsibilities that touch nearly every aspect of workplace operations:

Managing office facilities, including cleaning services, maintenance, and safety procedures
Helping with onboarding new employees from a facilities perspective
Overseeing common areas like break rooms and conference facilities
Coordinating with IT for equipment and technical support
Creating and enforcing office policies and procedures
Coordinating office layouts and workspace assignments
Maintaining office supplies and inventory
Managing reception and visitor protocols
Overseeing mail and package management
Organizing office events and meetings

Office Manager Skills

To excel in this multifaceted role, office managers need a specific skill set:

Type A Personality: Someone who gets things done and stays on top of details.
Customer Service Experience: According to Zippia, this is the top skill (19.1%) for office managers.
Financial Management: 6% of office managers list this as a key skill.
Organizational Ability: Keeping track of multiple projects and priorities.
Problem-Solving Skills: Addressing facilities and operational issues quickly.
Communication Skills: Working with vendors, employees, and management.
Technical Aptitude: Understanding office equipment and software.
Negotiation Skills: Working with vendors and service providers.
Adaptability: Handling changing office needs, especially in today’s hybrid work environments.

The most effective office managers combine these skills with a practical, solutions-oriented mindset that keeps office operations running smoothly.

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What is an Executive Assistant?

An executive assistant directly supports C-suite executives, board members, business owners, or other high-level leaders within an organization.

Unlike office managers, who focus on the physical space, executive assistants focus on their principal—the person they support. Their primary focus is on giving back time to the principal (C-suite or the CEO).

Zippia reports that executive assistants earn an average of $50,539 annually, about 16% more than office managers. Approximately 61% hold bachelor’s degrees, typically requiring 4 years of experience in the role.

Workday executive assistants earn significantly more, at $91,976 per year, ranging from $66,000 to $127,000 annually. Location also impacts earnings, with Pleasanton, CA, offering the highest salaries at $112,035 per year.

The role of an executive assistant is highly personal and often requires building a close working relationship with the executive they support.

They become an extension of their principal, representing them in communications and often making decisions on their behalf.

There should be an established trust and a clear understanding of priorities.

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Benefits of Having an Executive Assistant

Hiring an executive assistant brings many benefits for busy executives:

Time Management: The primary benefit is giving executives back their time. You can save 5-15 hours weekly by delegating administrative tasks.
Single Point of Contact: Executive assistants serve as gatekeepers, filtering information and handling communications so you can focus on high-priority items.
Enhanced Focus on Strategic Initiatives: EAs allow you to concentrate on business growth, sales, and client relationships by handling day-to-day tasks.
Professional Representation: A skilled EA represents the executive and company with polish and discretion.
Partnership Development: Over time, EAs develop shorthand communication with their executives, making interactions more efficient and productive.
Work-Life Balance: EAs help you maintain balance by managing both business and sometimes personal tasks.

The ultimate benefit is summarized well by the title of Ethan Bull’s book with Stephanie Bull: “The 29-Hour Workday.”

Executive Assistant Duties

If you’re wondering exactly what does an executive assistant do day-to-day, these five multipliers provide a framework for understanding their valuable contributions:

Business Partner: Contributing ideas, attending meetings on the executive’s behalf, and offering insights based on organizational knowledge.
Chief of Staff: Serving as a single point of contact, managing information flow, and coordinating between the executive and team members.
Project Manager: Taking ownership of events, initiatives, and special projects.
Assistant/Scheduler: Managing calendars, emails, travel, and appointments with precision.
Personal Assistant: Handling personal tasks to give executives more time for both business and family.

This comprehensive approach allows executive assistants to tackle everything from complex travel arrangements to preparing presentations and handling confidential communications.

Woman in office holding a binder, listening attentively to a colleague in front of a wall with brainstorming notes and diagrams.

Executive Assistant Skills

The most effective executive assistants possess a blend of technical and interpersonal skills:

PowerPoint Proficiency: Listed as the top skill (13%) by executive assistants on Zippia
Customer Service: 8% identify this as a key skill
Phone Communication: Important for 6% of executive assistants
Calendar Management: Expertise with scheduling tools and prioritization
Emotional Intelligence: Understanding and handling complex interpersonal dynamics
Discretion: Handling confidential information appropriately
Anticipation Abilities: Thinking ahead to fulfill needs before they’re expressed
Technical Aptitude: Managing various software programs and digital tools
Adaptability: Meeting changing needs and priorities

Developing these executive assistant skills requires ongoing commitment and practice.

Office worker reviewing documents while using a computer in a bright, modern workspace.

How to Hire an Executive Assistant

When hiring an executive assistant, consider these steps:

Define Your Needs: Clarify what specific support you require and the experience level needed.
Look for Relevant Experience: Review resumes for relevant experience supporting executives, regardless of industry (the executive assistant position is industry agnostic).
Assess Communication Style: Ensure their communication approach aligns with your preferences.
Evaluate Organizational Skills: Test their ability to prioritize and manage multiple tasks.
Consider Cultural Fit: Find someone who will represent you and your organization well.
Check References: Verify their track record and reliability.
Conduct Thorough Interviews: Include situational questions about handling complex scenarios.
Test Practical Skills: Consider testing relevant technical abilities.
Invest in Onboarding: Take time to properly integrate and onboard your new EA into your workflow and organization.
Establish Clear Expectations: Be upfront about working hours, responsibilities, and communication preferences.

Many executives find success working with a remote executive assistant or a fractional executive assistant from ProAssisting.

We match executives like you with experienced EAs. We call them ProAssistants. They have at least 5 years of experience working with top-level executives at global brands, including Walmart, Oracle, NBC Sports, Comcast, and MSNBC.

They can give you back valuable time to focus on what matters most.

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Difference Between Office Manager and Executive Assistant

While both roles support organizational functions, they differ in several key aspects:

Aspect	Office Manager	Executive Assistant
Primary Focus	The office and its operations	The C-suite or specific executives
Key Responsibilities	Managing temperature, cleaning, power, food, coffee, maintenance, and vendor relationships	Giving back time to the principal, managing communications, and representing the executive
Skills to Hire For	Operational management, vendor negotiation, basic maintenance knowledge, and building relationships	Poise, discretion, exceptional communication, tech-savviness, and problem-solving abilities
Ideal For	Companies with physical office spaces requiring operational management	Organizations where executives need dedicated support to maximize productivity

Sometimes, an executive assistant may also assume the role of an office manager, depending on the organization’s size.

As the organization grows, the executive assistant focuses on the principal, most likely the CEO or a member of the C-suite. In contrast, the office manager is responsible for the operations of the physical office.

A group of people sits around a long table, focused on their laptops and devices in a modern workspace.

Similarities and Differences

Both office managers and executive assistants play vital roles in organizational efficiency, but they serve different purposes and audiences.

Executive Assistant and Office Manager Similarities

Both office managers and executive assistants:

Work in operations, supporting the business’s day-to-day functioning
Need excellent communication abilities and interpersonal skills
Require strong organizational skills and attention to detail
Serve as points of contact for various stakeholders
Benefit from technological proficiency and adaptability
Must be problem-solvers who can handle unexpected issues
Support the overall efficiency and effectiveness of the organization

Executive Assistant and Office Manager Differences

One of the most notable differences is the level of polish and presentation typically required. An office manager doesn’t have the same poise and polish that an executive assistant to the CEO would have.

Other key differences include:

Executive assistants deal with executives daily, often minute-by-minute, while office managers interact more with vendors and general staff
Office managers may support larger teams of varying levels, while executive assistants support fewer, higher-level individuals
Office managers focus on physical workplace needs, while executive assistants focus on individual executive needs
Executive assistants typically handle more confidential information
Executive assistants often have more decision-making authority

Businesswoman in a white blouse talking on the phone while reviewing documents outdoors.

Frequently Asked Questions (FAQs)

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

Can I Hire One Person to Handle Both Roles Initially?

Yes, you can hire one person to handle both office manager and executive assistant responsibilities in smaller organizations.

However, this works best when:

Your executive team understands that the person may be pulled away from executive support to handle time-sensitive operational issues
You clearly define priorities and expectations for both aspects of the role
You’re prepared to separate the roles as your company grows

What KPIs Can You Use to Measure Executive Assistant Impact?

Measuring an EA’s impact can be challenging, but some indicators include:

Time saved for the executive (compare how many tasks/projects handled before vs. after having an assistant)
Feedback from stakeholders on communication efficiency
Executive satisfaction and reduced stress levels
Improvement in meeting preparation and outcomes
Reduction in missed opportunities or follow-ups

The ultimate KPI is whether the principal is getting back time to focus on high-value activities.

How Do These Roles Scale with Company Growth?

As companies grow, these roles typically evolve:

Office Manager scaling:

Initially, it may be a single person handling all office operations
Eventually may have assistants for specific operational areas
Can develop into a facilities management team with specialized roles
May evolve into a Director of Operations position, overseeing multiple facets

Executive Assistant scaling:

May start as a single EA supporting one or more executives
Can progress to a senior executive assistant role
Might expand to include multiple EAs supporting different executives
May develop a tiered system (First Assistant, Second Assistant, etc.)
Could evolve into a chief of staff role for some organizations

Is It Better to Hire an In-House Assistant or Use a Virtual One?

The best option depends on your specific needs:

In-house assistants provide face-to-face interaction and immediate availability, but they also have higher salaries, benefits, and office space costs.
Fractional executive assistants (part-time remote executive support) offer flexibility and cost savings while providing personalized service.
Virtual assistants typically handle more task-based work at lower rates, but may not provide the same level of partnership.

Consider which tool best fits your job. An in-house solution is often preferable for operations-heavy roles, while executive support can often be effectively provided remotely in today’s digital workplace.

The Bottom Line – Executive Assistant vs. Office Manager

When deciding between hiring an office manager or an executive assistant, consider your organization’s specific needs:

Choose an office manager if: You have a physical office space that needs management, your operational needs outweigh executive support needs, or you have multiple departments requiring coordination.
Choose an executive assistant if: Your executives need dedicated support, time management is a priority, or you need someone to serve as a trusted extension of leadership.
Consider both if: Your organization has grown to a size where both office operations and executive support require dedicated attention.

For busy executives seeking flexibility without compromise, we at ProAssisting offer elite support that handles up to 95% of what an in-house EA would manage.

Our ProAssistants act as true extensions of your team with one-hour response times and hospitality-minded service. With 75% of your monthly retainer going directly to your ProAssistant (unheard of in this industry), we ensure exceptional talent and dedication.

Book your free consultation and discover what you could accomplish with more time.