Executive Administrator Job Description
In their primary role, executive administrators support a company's CEO, executive director, or other senior management figure in achieving company objectives and making decisions. They might have a managerial role and attend meetings, develop and implement programs, oversee budgets, and create reports, or even a clerical role where they prepare correspondence, order office supplies, conduct research, and answer phones. Executive administrators also inform employees about company developments, work with human resources to identify and help the company reach staffing needs, and oversee any community or outreach programs the company is involved in. Executive administrators work in a wide variety of industries and their roles may vary depending on the industry in which they are employed.
Executive Administrator Duties and Responsibilities
Executive administrators complete various tasks to fulfill all their job obligations. After examining several job listings, we’ve found the following to be among the most commonly listed responsibilities for this profession:
Manage Administrative Duties for Executives
From answering telephones to managing an executive's calendar, executive administrators are mainly responsible for supporting a CEO, general manager, or other senior manager. This involves creating expense and other reports, ordering office supplies, handling correspondence, and communicating with vendors.
It is up to executive administrators to sit in on meetings that the executive cannot attend due to schedule conflicts or travel obligations. Executive administrators take notes and report details about these meetings to their manager.
Maintain Policies and Procedures
Executive administrators ensure that all corporate policies and procedures are adhered to. They discuss any policy changes with senior personnel, oversee the implementation of new policies, review current policies, and maintain documentation outlining all procedures, employee duties, company objectives, and more.
Executive Administrator Skills and Qualifications
Successful executive administrators display strong communication, problem-solving, and time management skills. They are self-motivated, detailed-oriented individuals who enjoy working independently and as part of a team. Besides these skills, employers prefer candidates who also have the following abilities:
- Office management – executive administrators oversee basic office duties, such as managing calendars and handling correspondence
- Report writing – these administrators use their written communication skills to develop various types of reports, including expense reports and budget summaries
- Collaboration – executive administrators should be comfortable working and communicating with a diverse workforce that includes executives, mid-management personnel, vendors, contractors, community representatives, and others
- Organization skills – managing various meetings, reports, employees, and assorted clerical tasks requires top-notch organization and multitasking abilities
- Diplomacy – these quick thinkers deftly handle stressful and sensitive situations with poise and professionalism
Tools of the Trade
It’s crucial that executive administrators have a basic understanding of the following tools:
- Office management systems
- Database systems
- Microsoft Office applications
Executive Administrator Education and Training
While basic computer, typing, and office skills can be obtained in non-degree programs, many employers lean toward executive administrators with a degree, preferably in business administration, management, or office administration. Other training may be required for executive administrators in specific industries; for instance, a candidate seek work in a healthcare setting may be required to have an academic background in medical terminology and office billing.
Executive Administrator Salary and Outlook
According to the latest data supplied by the Bureau of Labor Statistics (BLS), executive administrators realize a median annual salary of $55,860. Those in the lowest 10th percentile earn $34,880, while top earners take home a median annual wage of $83,070. Executive administrators employed in private companies, colleges and universities, and government offices are among the highest paid in this profession.
The BLS expects a 17 percent decline in employment growth through 2026. This projected decline is not due to a lesser need for this specific occupation, but is largely a result of one executive administrator supporting multiple executives. In some cases, executives are assuming some of the executive administrator’s duties, which also negatively impacts this employment growth rate.
We’ve provided additional resources to help you learn more about executive administrators. Follow the links below to access blogs, professional associations, and more:
The American Society of Administrative Professionals – established in 2005, ASAP offers live and on-demand webinars, conferences, online training sessions, and articles to help executive administrators and other office administrators achieve professional development
International Association of Administrative Professionals – IAAP members enjoy networking and learning opportunities through conferences, live events, blog posts, and more
Executive Secretary Magazine – gain personal insight into this career as you review articles written by executive administrators. Read about leadership practices, technological advances, training events, and career development opportunities
The Effective Admin – this diverse website for executive administrators and administrative assistants provides links to articles, books, newsletters, and a blog, all of which offer effective industry tips and best practices
All Things Admin Blog – get advice from an administrative professional who provides articles and webinars about stress management, office etiquette, project organization, and more
Office Dynamics International Blog – aspiring and current executive administrators will appreciate this blog filled with helpful tips and advice regarding skills development, best communication practices, and other more
The Definitive Executive Assistant & Managerial Handbook – this detailed professional guide outlines practical skills, leadership strategies, and career development opportunities executive administrators can use to succeed
The New Executive Assistant: Advice for Succeeding in Your Career – from job search practices to office management techniques, this book provides an inside look at the daily functions of an executive administrator and details ways to achieve professional success