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Executive Assistant Job Description Template

Executive Office · Hybrid · Non-Exempt · Full-Time

A free, editable executive assistant job description template — job summary, essential functions, required and preferred qualifications, and a pay-range example to replace with your own. Use it to prefill the generator, tailor it to your organization, and download a formatted Word doc or PDF.

Role snapshot

The Bureau of Labor Statistics tracks this occupation as Executive Secretaries and Executive Administrative Assistants (SOC 43-6011), with about 500K workers nationally and median annual pay of $76,590. Pay data: BLS OEWS May 2025.

That’s the scale this template is built for: a full essential-functions list, separated required and preferred qualifications, and a pay-range placeholder for your actual range. The range stays a placeholder deliberately — posting requirements differ by state, so the finished pay language should reflect where you’re hiring, not just the national figures above.

Use this template →Check against your state’s law →

Use the template to prefill the generator, or check it against your state’s pay-transparency law first.

Job Summary

Multiplies the effectiveness of senior leadership through flawless organization and sound judgment. Manages calendars, travel, communications, and confidential matters for executives, acting as a trusted gatekeeper and proactive problem-solver.

Essential Functions

Manage complex executive calendars, resolving conflicts and protecting focused work time
Coordinate domestic and international travel, including itineraries, lodging, and expense reports
Draft, proofread, and format correspondence, board materials, and presentations
Serve as the primary point of contact between the executive and internal and external stakeholders
Prepare meeting agendas, capture action items, and follow up to keep deadlines on track
Organize and prioritize a high volume of incoming requests, surfacing what truly needs the executive's attention
Handle highly confidential information — compensation, personnel, and board matters — with absolute discretion
Plan and execute executive offsites, board meetings, and leadership events end to end
Track budgets for the executive office, processing invoices and reconciling expenses
Anticipate the executive's needs and solve problems before they reach the calendar

Qualifications

Required:

3+ years of experience supporting senior leadership
Exceptional organizational skills and the ability to manage competing priorities under pressure
Advanced proficiency with Microsoft Office or Google Workspace and scheduling tools
Demonstrated discretion handling confidential and sensitive information

Preferred:

Experience supporting a CEO or board of directors
Familiarity with travel booking platforms and expense systems (e.g., Concur, Navan)

Education & Certifications

High school diploma or equivalent required; Bachelor's degree preferred

Physical Requirements

Primarily sedentary work requiring sitting for extended periods, with occasional standing, walking, and lifting of office materials (up to 20 lbs).

Pay range example: $70,000–$95,000 per year (adjust to your market)

Pay transparency verdict for this template

15 states require a pay range

This template ships with a pay-range example — replace it with your approved range before posting. Here's what the states in our dataset require in the posting itself:

states require a pay range in the posting

also require a benefits description

also require an application deadline

Plus 2 states require pay information later in the process (on request or before an offer) rather than in the posting. Browse every state's requirements →

Run this template through the free checker →

Before you post this template

Executive-assistant duties span a wide range — confirm the FLSA classification and the pay range against the role's actual responsibilities before posting. Posting requirements vary by state and change over time: 15 of the jurisdictions in our state-by-state coverage require a pay range in job postings. This template ships with a pay-range example placeholder — replace it with your actual range, then run the finished posting through the free pay-transparency checker for each state you're hiring in.

Run this template through the free pay-transparency checker →

Executive Assistant template FAQs

Is an executive assistant exempt or non-exempt under the FLSA?

Executive assistants are often classified as non-exempt, which is how this template marks the role — but EAs who exercise independent judgment on significant matters for the C-suite can meet the administrative exemption's duties test. Confirm the classification against the actual duties and the salary test before you post.

What separates a great executive assistant posting from a generic one?

Specificity about judgment and access: name the scope (board materials, complex travel, confidential matters), the stakeholders, and the problems the EA is expected to solve unprompted. The best EAs self-select on scope, not on a list of software.

What should an executive assistant pay range look like?

Post a range that reflects the actual level — C-suite EAs earn meaningfully more than general administrative support, and a real range beats a wide teaser for experienced candidates. Replace the template's pay-range placeholder with your real range.

Should the posting name the executive the assistant supports?

Name the title (CEO, CFO) so candidates can judge scope, but don't name the person — titles describe the role, names describe someone's boss. Title-level detail is enough for self-selection.

Check posting laws by state

Pay transparency requirements differ from state to state. Browse the requirements for every state we cover, or paste your finished posting into the pay-transparency checker for an instant read.

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