If you’re here, you’re probably thinking about hiring someone to help bring order to the daily chaos of running a business. As an employer, you’ve got a hundred and one things to do on your plate, and an executive assistant can help shoulder some of the burden.
It may not look like it, but executive assistant professionals make the world go round. Since they do all kinds of things on behalf of the executives they work with, they’re basically administrative Swiss Army knives. Excellent executive assistants are masters of organization and communication, with a detail-oriented, forward-thinking approach to problem-solving that helps you free up valuable time and energy.
Finding a stellar executive assistant who can help you focus on the things that matter might be tough, but we’ve got your back. This guide has tips and tricks for writing the best job descriptions, so you can feel at ease hiring the right person for the job.
Job details: Hungry Spoon isn’t just about great food—we believe in nourishing the body and the soul with healthy, gourmet fare that tastes just like home. We’re expanding to a new location in Queens to serve and satisfy more hungry stomachs, and this is where you come in!
We’re looking for somebody who can catch the bits and pieces we’ll inevitably miss as we run our growing restaurant business, but don’t worry—we don’t catch falling knives here, and work-life balance is important to us, so you won’t be expected to firefight 24/7. Instead, you’ll assist with typical background administrative tasks on an ad hoc basis and keep the gears running smoothly as we work toward having full and satisfied customers.
As the newest addition to our team, you’ll report directly to the restaurant owners. This position is a full-time, 40 hours per week, Monday to Friday role, with occasional overtime during peak season.
About the company: At Hungry Spoon, we serve soul food that fills hearts as well as stomachs. We strike the balance by providing quality food that doesn’t break the bank, so you walk away happy and satisfied. Founded in 2018, we’re a family-run organization that loves feeding people with flavors and textures sure to tantalize your taste buds. Come visit our main branch in NYC for some delicious, sumptuous fare.
Job details: Rentcar is a car-sharing service where customers can rent cars by the hour using our mobile app. We aim to disrupt the ridesharing and car rental industries by providing flexible car-sharing solutions to suit customer needs, whether they need a car for the hour, for the day, for a week, or even for a month. As we move to our new headquarters in NYC to accommodate our company’s rapid growth, we’re looking for an executive assistant manager to help us get settled into our new home.
In this role, you’ll report directly to our co-founders and assist them with administrative affairs whenever required. You'll also handle office management and light personal assistant duties for C-level executives and senior team members.
As a startup, this position’s responsibilities may change over time, hence the ideal candidate is someone who's adaptable, self-driven, and hungry to learn the many different aspects of running a business. While we may work hard, we make it a point to play hard, too—you won’t be expected to stay past working hours, as we value your rest and recreation time. This is a full-time, 40-hour work-week role.
What you’ll be doing:
About the company: When Rentcar first began in 2015, we found ourselves in the position to capitalize on an unmet need in the car-sharing and ridesharing industry—while hiring rides and renting cars were easy to do, alternative last-mile connections such as short-term car rentals were difficult to find.
As we developed Rentcar, we discovered that we could give our customers better freedom and accessible mobility while also reducing car ownership and overall environmental impact. Fast forward seven years later, and our fleet of cars has expanded to include 40 different car models covering more than 1,000 zones along the West Coast. Come join us in making a difference in the last mile transportation industry.
Job details: As an up-and-coming digital marketing agency, 10X Marketing aims to provide comprehensive marketing solutions to businesses that are looking to grow. While we develop and expand to meet the needs of our clientele, we're looking for an executive assistant director who will support us in our pursuit of excellence. Our main areas of service are B2B and B2C SaaS markets as well as e-commerce, and our ideal candidate will have some experience in either tech, business, or both.
As a full-time executive assistant director at 10X, you’ll be reporting to C-level executives and supporting them by completing ad hoc administrative tasks whenever necessary. We're expanding rapidly, so there's a possibility you’ll need to hire and manage team members further down the line.
About the company: 10X Marketing may call NYC home, but we’re a global company specializing in digital marketing across borders. Our services get you in front of the people that matter—whether that’s a customer getting ready to make their first purchase from you, or a potential client looking for a solution only you can provide.
As a digital services provider, we cut to the chase by connecting consumers and businesses using tried and tested strategies that work. We don’t sell frills or anything fancy, but we do deliver effective marketing solutions with consistent, positive outcomes: on average, our clients walk away with a 7:1 return on investment, saving time, energy, and money as they trust us to get them the results they want.
Our work philosophy is forward-thinking, with special emphasis on innovation—we make it a priority that 10% of your work time should be spent focusing on personal projects like self-improvement or skills development, as we believe that happy and fulfilled employees put forth the best work.
Most job descriptions fail because they’re too generic - it’s one of the first points of contact you’ll have with a potential hire, but they’ll have a hard time figuring out what you need if you don’t articulate it well. Someone reading your job description will want to know who they’ll be working for, what they’ll be working on, and who they’ll be working with as a start, and “looking for a superstar assistant” just isn’t going to cut it.
A common mistake in crafting your job description is adding a miles-long qualification list, where you’ll probably be better off hiring a dedicated team instead of one individual candidate. Other mistakes include formatting, spelling, and grammatical errors that make the job requirements nigh unreadable; you might have a hard time finding an executive assistant who’ll meet your needs if essential information and clarity are missing from the hiring post.
As you write the job description that will successfully hook a qualified hire for your business, consider why you’re hiring an executive assistant as a starting point. What are you having trouble with? Are your workspaces cluttered and out of control because you’re busy running the company? Are important things starting to fall through the cracks because there’s just too much to do?
An executive assistant’s job scope can expand dramatically to include just about anything under the sun, but some key traits are common among excellent executive assistants, such as organizational abilities, the wherewithal to adapt quickly to new technology, environments, and systems, as well as interpersonal relationship management skills.
Your job description should reflect these common key areas to draw in the candidates you’ll want, as like attracts like.
A couple of examples:
It’s tempting to brain dump and just call it a day, but it’s better to sift through the mess of unfiltered thoughts and give your job description a nice polish before publishing it for the world to see. A great job posting will have requirements in different tiers: the bare minimum needed to do well at the job, some nice-to-haves, and a few bonus skills and qualifications that will really set the candidate apart from the rest.
You’re not the only person doing the interviewing here—as potential hires evaluate job postings to send their executive assistant resumes to, they’re also thinking about what it’ll be like working for you. Doing some revising and editing before posting shows that you care about the image you present to the rest of the world, and as a prospective employer, that little extra diligence shows that you probably care about your employees, too.
Here’s an outline that covers all the important parts of an executive assistant job description.
Job details: This is where it all begins—your introduction should briefly tell the applicant what the role and organization are about, including details pertinent to the job. Who are you, what are you looking for, and why should they work for you specifically? One to two sentences should suffice, as this section acts as a teaser for more to come.
What you’ll be doing/Roles/Responsibilities/Requirements: Here, you’ll include a bulleted list of what the applicant will do once they’re hired. Most applicants can fill in the blanks and read between the lines, but executive assistants work differently depending on the company they’re with—being specific and transparent about what you expect will go a long way in helping you find someone who fits. Keep this list short, and simple, and use active verbs in your description, avoiding jargon and filler words whenever possible.
Qualifications: This is one of the most important parts of the job description because it includes the most basic requirements a candidate must have. These are usually things such as education, experience, certifications, and specialized requirements like proficiency in workspace organization systems. Most candidates will skim through job descriptions as they look for a role that suits them, so make sure this section is easy to read, clear and concise.
Relevant personality words like “organized,” “detail-oriented,” and “adaptability” are great for soft skills, but avoid overusing them.
Benefits: This is the most flexible section of all, as it can go anywhere in the job description as long as it isn’t the introduction. Executive assistant roles can be challenging, so if you’ve got something special to offer that differentiates your company, this is where you’ll use it as a selling point to attract the right candidate. Be specific, clear, and transparent about the benefits you list.
About the company: This section goes last, as it tells prospective applicants more about your establishment. Executive assistants do best when they’re given complete information, so add a few details about your goals, mission, values, and work culture—this will help them quickly adjust to supporting you in a new office environment. If your business is particularly different from the run-of-the-mill office setting, this is also where you tell them more about what you do.
Executive assistants are kind of like superheroes. In overseeing and maintaining the smooth function of an office workspace or an executive’s busy work obligations, they wear many hats and command a broad skill set, including calendar management, file systems organization, customer service, human resource management, and more. As every company and executive has different needs, executive assistants have varying roles as well.
Listed below are some of the duties an executive assistant might take on. One executive assistant might not fill all of these roles, but this is a good start to figuring out your job description.
Public Communications Liaison