Executive Administrative Assistant Job Description and Role Profile

The Executive Administrative Assistant provides high-level administrative and operational support to senior leaders. Candidates with excellent organisational skills, discretion and experience managing complex calendars, meetings and stakeholder communications should apply.

Executive Administrative Assistant Job Profile

The Executive Administrative Assistant is responsible for proactive, confidential and efficient support to one or more senior executives. The role ensures leaders can focus on strategic priorities by managing day-to-day administrative tasks, coordinating communications and preparing accurate documentation.

The post holder acts as a primary point of contact for internal and external stakeholders, anticipates requirements, and resolves routine issues independently. The role requires strong time management, attention to detail and a professional approach to handling sensitive information.

Executive Administrative Assistant Job Description

This role entails delivering comprehensive administrative support in a fast-paced environment. The Executive Administrative Assistant will manage calendars, organise meetings and travel, prepare briefings and minutes, handle correspondence and maintain accurate records. They will support project activities and liaise with colleagues across functions to ensure smooth operational delivery.

The successful candidate will exercise sound judgement when prioritising competing demands and will work with limited supervision. Work often involves confidential information and requires adherence to governance and data protection expectations. The role may include occasional out-of-hours activity to support time-sensitive meetings or events.

The Assistant is expected to identify opportunities for process improvement, contribute to team planning and uphold professional standards in all interactions with stakeholders and partners.

Executive Administrative Assistant: Duties and Responsibilities

• Manage and prioritise senior executives' calendars, scheduling meetings and resolving conflicts.
• Arrange travel, itineraries and related logistics for domestic and international trips.
• Prepare agendas, briefing packs and background materials for meetings and presentations.
• Record accurate minutes and produce action logs, following up on outstanding items as required.
• Screen and prioritise incoming correspondence, drafting responses and escalating matters appropriately.
• Coordinate internal and external meetings, including room bookings, refreshments and technical arrangements.
• Maintain confidential personnel and business records in line with data protection requirements.
• Process expense claims and assist with basic budget tracking and invoice queries.
• Support small projects and initiatives with monitoring, scheduling and stakeholder communications.
• Organise events, workshops and executive briefings, coordinating suppliers and participant logistics.
• Liaise with senior stakeholders, clients and external partners on routine and urgent matters.
• Prepare clear and professional documents, reports and presentations as required.
• Identify and implement administrative process improvements to increase efficiency.
• Provide cover and support to other administrative team members during periods of absence or peak activity.

Executive Administrative Assistant: Requirements and Qualifications

• Level 3 diploma in business administration, A levels or equivalent; degree desirable.
• Minimum three years' experience providing high-level support to senior executives.
• Proven experience in diary management and travel coordination.
• Excellent written and verbal communication skills with strong attention to detail.
• Highly organised with effective time management and prioritisation abilities.
• Demonstrable discretion and ability to handle confidential information sensitively.
• Strong minute-taking and meeting facilitation skills.
• Ability to work independently, use initiative and escalate issues appropriately.
• Proficient with standard office software and digital communication tools.
• Good numerical skills for expense handling and basic reconciliation tasks.
• Professional demeanour with effective stakeholder management and interpersonal skills.
• Flexible and adaptable approach with a commitment to continuous improvement.