Executive assistant · job description template

Executive assistant job description

The short answer · updated 3 October 2026

An executive assistant job description sets out the role that runs a senior leader’s working life so they can focus on decisions only they can make. The core responsibilities are the diary and inbox, meetings and board papers, travel and events, projects and follow-up for the leader, and handling confidential information with judgement.

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Job purpose

The purpose line should name the leader or team the EA will support and what changes for them when the EA is in post: time protected for the work only they can do, nothing dropped between meetings, the board and investors served on time. For the role itself, see what does an executive assistant do.

Choose the title deliberately. The National Careers Service draws the line by task: a personal assistant handles enquiries, meetings, correspondence, documents and travel; an executive assistant does that and also manages projects, researches for senior managers, takes part in decisions and runs board meetings. Acas publishes an outline job description template, with the main headings, the main duties and who the post reports to, and a worked example for an administrative assistant.

Key responsibilities

Order the duties by importance and start each with a verb. A typical executive assistant job description covers:

managing the leader’s diary, prioritising requests and protecting time for the work that matters most;
managing the inbox: triaging, drafting replies and following up on actions;
preparing for meetings: agendas, briefing notes and papers, and chasing actions afterwards;
planning and co-ordinating board and committee meetings, including papers, minutes and action logs;
arranging travel, accommodation and events;
researching and summarising information for the leader and the leadership team;
running projects the leader hands over, working with other teams and departments;
acting as the leader’s point of contact for internal and external stakeholders;
handling sensitive and personal information in line with company policy and the organisation’s duty under UK GDPR to keep personal data secure (see the ICO’s guide to data security);
managing expenses, records and filing;
improving how the leader’s office works: tools, templates and processes.

Reporting line and scope

An EA usually reports to the leader they support. In larger organisations there may be a dotted line to a head of executive support or an office manager for cover, development and standards. Say which.

Name everyone the EA will support. One chief executive and a whole leadership team are different jobs; if there are several leaders, write down how the EA’s time is shared and who decides when priorities clash. Say whether the role supports the board or its committees, and whether anyone reports to the EA, such as a team assistant or office administrator.

Skills, experience and qualifications

No qualification is required by law to be an executive assistant, and the National Careers Service lists university, college, an apprenticeship and working your way up as routes in. Ask for the experience and skills the role needs, described specifically.

experience supporting a leader at a comparable level, in a comparable organisation;
diary and inbox management for a busy leader, with sound judgement on priorities;
board or committee administration where the role includes it: papers, minutes and actions;
discretion with confidential information about people, deals and the board;
strong written and spoken communication, and confidence dealing with senior stakeholders;
excellent IT skills and working knowledge of the main business software packages;
project management at the scale the role will handle;
a recognised administrative qualification where it helps, such as the business administrator apprenticeship (Level 3), which covers records, confidential information, meetings and minutes, travel and project management;
sector knowledge where the work is specialised, such as legal, medical or financial settings.

Fractional and virtual executive assistant job description

A fractional EA supports a leader for set days or hours a week, often alongside other clients; a virtual EA works remotely. The job description narrows: name the days or hours, the response time expected on the other days, the tasks in scope (diary, inbox, travel, board papers, a named project) and what stays with the leader. Set the outcomes for the first three to six months, such as a diary that runs a week ahead, an inbox at zero, or a board pack produced on time.

Say how access works: which inbox, calendar, document and expense systems the EA will use, from which devices, and the security rules. A remote EA holds the same confidential information as one in the office. For how part-week EA support works, see our fractional executive assistant page; for remote support, virtual executive assistant.

A fractional or virtual EA may be a part-time employee, a self-employed contractor or supplied by an agency, and their employment status decides their rights. One working through their own company may fall within the off-payroll working rules (IR35): status depends on how the engagement runs in practice, not on the job description, and a medium or large client makes the determination. Our IR35 guide sets out the tests.

Temporary and permanent versions

Temporary. A temporary EA covers leave, a gap or the weeks before a permanent hire starts, so the job description leads with the situation, the dates and the handover: what is in flight, who the key contacts are and where things are kept.

Permanent. The permanent version looks further ahead: the leader’s priorities over the next few years, how the role will grow, and any team it may lead. When the EA is hired as an employee, the job title or a description of the work goes into the written statement of employment particulars they must have on the first day, so keep the two consistent. You must also check their right to work before they start. For a permanent, part-time or temporary search, see our executive assistant recruitment London page.

We recruit executive assistants on permanent, part-time, temporary and fractional terms. For an EA brief we send a shortlist of 3–5, each with pay or day rate, availability and IR35 position set out, after our five-stage vetting.

A template you can copy

Copy these headings and write one short block under each. Keep pay out of the job description and state it in the offer.

Job title: executive assistant, senior EA or EA to a named role, and whether it is permanent, part-time, temporary or fractional.
Reports to: the leader supported, any dotted line, and every leader or committee the EA will support.
Purpose: two or three sentences on what the EA makes possible for the leader.
Responsibilities: eight to twelve duties, each starting with a verb, in order of importance.
Requirements: essential and desirable experience and skills, described specifically, and a qualification only where the job needs one.
Terms: full-time or days a week, office, hybrid or remote, start date, fixed term or permanent, and the pay basis (salary, hourly or day rate).

Questions people ask

What should an executive assistant job description include?

The job title and type of engagement, who the EA reports to and supports, the purpose, the key responsibilities, the skills and experience required, and the terms. Put the leader or team supported at the top.

How long should an executive assistant job description be?

One to two pages is usually enough: long enough to cover purpose, responsibilities, reporting line, requirements and terms, and short enough to read in a few minutes. The detail of the leader’s week belongs in the interview.

What is the difference between an executive assistant and a PA job description?

A PA job description centres on enquiries, meetings, correspondence, documents and travel for a manager. An EA job description adds projects, research, a part in decisions and board meetings, for a senior leader. See what does an executive assistant do.

How is a fractional or virtual executive assistant job description different?

It names the days or hours, the response time on other days, the tasks in scope, the systems the EA will use and the security rules. See fractional executive assistant support.

What does an executive assistant earn?

It depends on the leader supported, the size of the organisation, location and experience. Our executive assistant salary page sets out pay by level and region, each figure with its source.

How do I hire an executive assistant?

Write the job description around the leader the EA will support, choose permanent, part-time, temporary or fractional, and give every candidate the same practical exercise. Our executive assistant recruitment London page sets out the process; we send a shortlist of 3–5, each with pay or day rate, availability and IR35 position set out.