How to Write a Executive Assistant Job Description
A executive assistant job posting needs to screen for judgment and discretion, not just scheduling — not just list duties. Here's what to include and what actually filters for the right candidates.
What this role actually needs to prove out
Before writing requirements, get clear on the one thing a strong executive assistant candidate has to demonstrate: judgment and discretion, not just scheduling. Every requirement you list should trace back to that, not to a generic template for the job title. A posting that just restates the job title in bullet-point form filters for nothing — it neither attracts strong candidates nor repels weak ones.
Must-have requirements to include
Keep this list short and real — these are the skills that actually predict success in the role, not a wish list:
- Calendar management
- Travel coordination
- Stakeholder communication
- Confidentiality
- Meeting/board support
Nice-to-have — list separately, don't gate on these
Worth calling out as a plus, but requiring them as "must-haves" needlessly shrinks your pool:
- Expense management systems
- Event planning
- Project coordination
What a strong candidate's resume bullet looks like
Useful as a benchmark when screening — this is roughly what real, specific evidence of the role's core skill looks like on paper:
- Managed complex, shifting calendars for 2 C-suite executives across multiple time zones with zero scheduling conflicts
- Coordinated international travel and logistics for 15+ trips annually, staying within budget every time
- Prepared board-meeting materials and minutes for quarterly board meetings, ensuring 100% on-time distribution
Mistakes that scare off good candidates
- Requiring years of experience as a proxy for skill (e.g. gating on "5+ years" when the real bar is demonstrated competence) — filters out strong candidates with less conventional paths.
- Listing every tool/skill your team has ever touched as a "must-have," rather than the handful that actually predict success.
- Burying the actual role and responsibilities under generic company boilerplate that could apply to any posting.
Frequently asked questions
What should I put at the top of a executive assistant job posting?
A short intro (1-2 sentences) on the role and team, then straight into responsibilities and requirements. Candidates skim the first few lines to decide whether to keep reading — don't bury the actual role behind company boilerplate.
How many requirements should a executive assistant job description list?
Split them into must-have (5 or fewer — every extra must-have measurably shrinks your applicant pool) and nice-to-have. A JD that lists 15 "requirements" with no distinction screens out strong candidates who'd have been a genuinely good fit.
Should I list a salary range?
Where legally required or common in your market, yes — it's increasingly expected, and its absence is one of the top reasons strong candidates skip an otherwise good posting without applying.