Whether you’re an aspiring EA or looking to level up in your current role, understanding the skills that can advance your career is essential. In this post, we’ll break down the core hard skills, soft skills, and leadership abilities that top executive assistants rely on to succeed.
ABOUT THE EXECUTIVE ASSISTANT ROLE
Executive assistants are the backbone of many organizations, providing critical support to high-level executives to ensure operations run smoothly behind the scenes. Here’s a closer look at what the role entails:
What Is an Executive Assistant?
More specifically, EAs are highly skilled administrative professionals who work closely with a company’s CEO, CFO, and other senior leaders. While the specifics of the role may vary depending on the organization or industry, EAs are typically responsible for organizing and optimizing their executive’s workday, enabling them to devote their attention to pressing, high-level priorities.
What Do Executive Assistants Do?
An executive assistant’s day-to-day duties go far beyond scheduling meetings and answering phone calls. These professionals are also in charge of tasks like:
- Managing calendars and coordinating schedules
- Organizing travel and logistics
- Preparing reports, presentations, and correspondences
- Facilitating and fielding internal and external communications
- Coordinating events and board activities
- Assisting with project management and operational tasks
- Handling confidential information with discretion
WHAT MAKES A GOOD EXECUTIVE ASSISTANT?: 15 ESSENTIAL SKILLS
The executive assistant role is fast-paced and demanding. In order to succeed in the position, individuals should have a well-rounded skill set made up of:
Essential Hard Skills
These are the technical, job-specific abilities and competencies executive assistants use on the job.
- Calendar management: Coordinating meetings and appointments, ensuring the executive’s schedule is manageable and up-to-date
- Software proficiency: Maintaining fluency in tools like Microsoft Office, Google Workspace, and project management platforms
- Time management: Managing time effectively to meet tight deadlines and keep projects on track
- Travel coordination: Arranging transportation, flights, and accommodations for business trips
- Document preparation: Creating and organizing reports, presentations, and internal communications ahead of meetings or other deadlines
Key Soft Skills
Soft skills are personal and interpersonal qualities that influence how you interact with others and approach your work. For executive assistants, they include:
- Communication: Conveying ideas clearly through written and verbal exchanges
- Adaptability: Remaining flexible in the face of shifting priorities or unexpected changes
- Problem-solving: Quickly identifying and resolving issues as they arise
- Discretion and confidentiality: Handling sensitive information with professionalism and care
- Organization: Keeping tasks, files, and processes in order for greater efficiency and easy access
Leadership and Decision-Making Skills
These skills reflect an EA’s ability to think critically, act strategically, and offer higher-level support.
- Proactive thinking: Anticipating needs and taking initiative before being asked
- Strategic prioritization: Aligning tasks with goals to support executive initiatives
- Team coordination: Collaborating effectively across teams and departments
- Delegation support: Assisting executives in assigning and tracking tasks
- Sound judgment: Making smart, timely decisions that lead to positive outcomes
WAYS TO ENHANCE YOUR EXECUTIVE ASSISTANT SKILLS
Whether you’re just starting out or looking to progress, continuous learning is key to staying sharp and competitive. Fortunately, there’s no shortage of professional development opportunities available to help you strengthen and expand your skill set.
- Take online courses: Platforms like LinkedIn Learning, Coursera, and Udemy offer targeted courses on calendar management, business communication, project management, and more.
- Get certified: To validate your expertise, consider pursuing certifications such as the Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS).
- Attend workshops and conferences: Industry events provide valuable training sessions and networking opportunities. Look for EA-specific functions like Executive Leadership Support (ELS) forums or administrative professional conferences, both in your area and online.
- Join professional associations: Organizations such as the International Association of Administrative Professionals (IAAP) offer access to resources, webinars, mentorship, and community support to help you grow in your role.
- Seek out mentorship: The guidance, support, advice, and insight that comes with learning from a more experienced EA is invaluable.
- Pursue cross-training opportunities within your organization: Volunteer to take on tasks outside your typical responsibilities. Look for opportunities like project management, team communications, and event planning, which require skills that are transferable to the EA role and help you demonstrate versatility.
- Stay current with technology tools: Familiarize yourself with the latest office tools and collaboration platforms to remain competitive in the modern workplace.
SHOWCASING EXECUTIVE ASSISTANT SKILLS ON YOUR RESUME
With polished EA skills under your belt, it’s time to show them off — and your resume is a perfect spot to do just that. Your resume is also your first chance to make a good impression when applying for jobs, so it’s important to highlight your capabilities clearly and in a way that speaks to the needs of your potential employers.
Here are some tips to help you present your skills effectively:
- Take advantage of your summary statement. Start with a concise summary at the top of your resume that highlights your key strengths. These could include your experience supporting executives, your organizational abilities, or your communication style.
- Tailor your skills to each job description. Customize your resume for each role you apply to by emphasizing the skills and experience that match the requirements in the posting. Pro tip: Match the language and keywords used in the job description to pass applicant tracking systems.
- Highlight both hard and soft skills. Include a dedicated “skills” section that features a balanced mix of hard skills and soft skills to present yourself as a well-rounded candidate.
- Show your skills through accomplishments. Rather than simply providing a list of the skills you possess, describe how you have used them to make a positive impact. For example, “Managed complex scheduling across five departments, reducing meeting conflicts by 30%.”
- Quantify where possible. Use numbers to illustrate the scope and impact of your work, such as the number of executives you supported, events coordinated, or travel plans managed annually.
- Don’t forget to include professional development. If you’ve taken relevant courses, earned certifications, or participated in industry events, list them in a dedicated section of your resume to show your commitment to growth.
- Keep it simple, straightforward, and professional. Use a modern, easy-to-read format with clear section headings and consistent formatting. Your resume should reflect the same level of organization and attention to detail you bring to your work.
FAQS
What’s the most important skill for an executive assistant to have?
While many skills are essential in order to perform the duties of the EA role, strong communication is often considered to be foundational as it underpins many core competencies such as effective scheduling, problem-solving, and collaboration.
Can executive assistant skills transfer to other roles?
Absolutely. EA skills like organization, time management, and strategic thinking are highly relevant to roles across different business areas, including operations, project management, HR, and more.
Should I include soft skills on my resume?
Yes, soft skills are just as important as technical ones. Highlight them both in a dedicated skills section and by weaving them into descriptions of your experience.
How do I know which EA skills I need to improve?
Asking for feedback from your executive or team, reflecting on recent challenges you’ve faced in your role, and taking skills assessments are all great ways to identify areas for improvement.
READY TO TAKE THE NEXT STEP?
Executive assistants are the backbone of effective company leadership, leveraging a wide-ranging skill set to keep operations running smoothly. If you’re looking to advance your career as an EA, developing the skills essential to the role can open doors to exciting, new opportunities.
If you’re ready to put your skills to work in a dynamic and rewarding role, we can help you find your next job. Submit your resume to get started.
