As a high-performing leader, you are expected to do more. But your bandwidth can be a bummer. That’s where you need a helping hand- an assistant smart enough to handle critical tasks.
In most cases, it trickles down to hiring for either an Executive Assistant or an Administrative Assistant position. Now, these two roles might sound similar given the nature of tasks, but there’s a considerable difference. This article offers a sharp comparison between the two roles to help you hire smart. Read on!
Executive Assistant Vs. Administrative Assistant - Know the Difference
Before we break down the core responsibilities of an Executive Assistant (EA) and Administrative Assistant (AA), let’s take a look at the standard responsibilities. Both administrative and executive assistants are expected to juggle routine tasks, like:
-
Managing calendars
-
Handling communication
-
Scheduling appointments
-
Organizing meetings
-
Maintaining important records
-
Preparing reports
-
General office management
-
Handling business or personal travel arrangements
So, how are executive assistants different from administrative assistants? Well, an EA’s job is more of a supportive nature, helping senior business executives get more done from their day to day tasks. They ensure that key people in a business find everything they need to run the show smoothly.
The Ultimate Gatekeeper To A Business - What Executive Assistants Do
Executive assistants work shoulder-to-shoulder with top business leaders, especially the C-suite people. They are entrusted with priority tasks that add value to an organization, like optimizing business operations, identifying gaps in a business system, and auditing existing processes. Besides, executive assistants are the first point of contact when a business leader needs to organize meetings, conduct research, review, and supervise. You can benefit from hiring an executive assistant if your business demands the following daily responsibilities.
-
Arranging critical business meetings
-
Calendar management focusing on priority tasks
-
Updating customer databases
-
Critical project management
-
Handle complex tasks
-
Managing deliverables to meet stringent deadlines
-
Drafting sensitive business documents
-
Compiling information for business slideshows
-
Inbox management including filtering important messages
-
Improving general business processes
-
Contributing to strategic tasks
-
Identifying inefficiencies in a business process
Daily Task Winners Who Can Always Do More - What Administrative Assistants Do
An administrative assistant takes the job of executive assistants to a higher level. They primarily cover everything that an EA does and are available to walk an extra mile. Unlike executive assistants, administrative assistants are more involved in completing recurring, general office tasks. So, they cater to the entire office across departments. Whether it’s keeping records or supervising communication, administrative assistants are expected to be master planners.
However, from time to time, an administrative assistant awaits the direction from a high level executive to complete their tasks. Here’s a rundown of daily responsibilities of an administrative assistant.
-
Basic bookkeeping and daily administrative tasks
-
Managing office equipment
-
Handling business-client communication (including phone calls and emails)
-
Greeting guests visiting the office
-
Helping solve customer queries in person
-
Maintaining company calendars and email accounts
-
Organizing files for a specific department
-
Assisting in project management
-
Ensuring cleanliness around the office premises
-
Inventory management
-
Small event planning
Pro tip : Both executive assistants and administrative assistants positions have descriptive responsibilities which can be tricky for the hiring team. So, always outline the key responsibilities in the job description to meet suitable candidates.
The major difference between an executive assistant and administrative assistant is the level of support. Compared to administrative assistants, executive assistants enjoy more autonomy as their duties are predefined and don't require any approval from senior executives.
Hiring An Executive Assistant vs Administrative Assistant - What Are The Skills And Qualifications To Look For ?
By now, you've got a clear picture of what is expected from executive and administrative assistants. Undeniably, both roles have a lot of similarities. So, it's apparent the skills and qualifications to consider when hiring either an executive assistant or executive assistant are more or less similar. Then again, there are some distinct skills that can bring a lot more to the table.
For an executive assistant position, the ideal candidate should be:
-
Tech savvy with solid expertise across various tools
-
Good at research to find facts and necessary info in a jiffy
-
A multitasker with great time management skills meeting complex schedules
-
Excellent in communication with top executives, internal, and external stakeholders
-
Analytically-driven to assess a situation and draw up vital insights
-
Meet direct, strategic objectives of a business supporting high level executives
In comparison, a potentially good administrative assistant should have:
-
Great etiquette to leave a remarkable impression on guests and clients alike
-
Flexibility to adapt to working with new technologies
-
Confidence to act as a reliable office manager
-
An eye for detail to mitigate errors, prepare reports, and boost efficiency
-
Impeccable problem-solving skills to handle unexpected situations
-
Good knowledge about maintaining office equipment
As far as academic qualifications go, there's no rule. One can slide into the profile of an administrative assistant with a high school diploma. However, some organizations prefer more maturity and commitment. So, a bachelor's degree might be necessary, especially for an executive assistant position.
Like education, there's no bar for previous work experience. Anyone who's tech-savvy with an eye for detail and a penchant to excel can fit into the shoes of an executive or administrative assistant. As a matter of fact, some candidates kickstart their career as an administrative assistant and gradually work their way up to being an executive assistant. That way, they become more trustworthy and render themselves indispensable to a business.
Executive Assistants Vs. Administrative Assistants - How to Determine the Best Fit For Your Business?
Understanding whether you need an executive assistant or administrative assistant can be tricky. Fret not! The key is to focus on the exclusive needs of your business. Ask yourself:
-
Does your business need someone to handle daily tasks to reduce workload? In such cases, an administrative assistant would be perfect.
-
Or do you need someone superior to handle matters beyond the nitty gritty? Then, you must consider hiring an executive assistant.
Remember, an administrative assistant role is all about adding additional manpower and a touch of excellence. But an executive assistant is more about checking the boxes for strategic needs, too. No matter which role suits your business needs, you should always keep the process tuned for success. Here are some of the best practices to consider.
-
Always set clear expectations : Determine a clear hierarchy process, including the assistant, manager, and supervisor, to delegate tasks without any confusion. Responsibilities can always overreach, so keep that window open and put everyone on a map to work as a team.
-
Use your resource's strengths to the fullest : Don't let your new hire's inherent strengths go to waste. If the new assistant has an eye for detail and is analytically driven, delegate more priority tasks. This also helps build the person's confidence in managing projects vital to the organization.
-
Establish clear channels of communication: Regular communication always fosters growth. So, be upfront with your feedback and criticisms seamlessly.
-
Trust him to trust you: Trust is a mutual process. New assistants can feel overwhelmed with multiple tasks at hand. Let them know how much you trust them. In turn, you can expect more commitment and quality output.
-
Be encouraging: There's always a window for development. As a business leader, you should encourage your executive assistants. Additionally, delegate different tasks to help them expand their interests and skills.
Your Search For The Ultimate Assistant Ends Here
It's about time you stop racking your brains deciding between an executive assistant and administrative assistant. Instead, say yes to a virtual assistant (VA). Delegate any tasks you like, get them done to your liking, meet deadlines, and have absolute peace of mind.
As virtual assistants work remotely, you'll never have to hire someone on your company's payroll. All you need to do is to partner with a reliable virtual assistance services company. In other words, you save time and money in equal measure.
At MyTasker, we are a trusted virtual assistance services company helping several small and medium businesses bend the curve. Here are the major perks of signing up with us to find the ultimate virtual assistant.
-
We meet your budget: Working with global businesses, we understand how expensive it can be to hire a full-time executive assistant. From renting office space to ensuring employee benefits, one can always go overboard with the budget. This is where a virtual assistant cuts in. A business owner is free to have a VA dedicated to a certain number of hours and get the job done. In short, you pay for the hours you use. Nothing less, nothing more.
-
Say goodbye to hiring hassles-Screening candidates, conducting interviews, assessing skill sets-hiring is always a complex process. At MyTasker, we invest in a diverse pool of talent around the year. So, it becomes easy to map the right skill set to a project and save precious time.
-
We know what you want: Honestly! All our virtual assistants are highly trained. Whether you want someone for an administrative or executive assistant position, we will line up the right talent. In fact, we encourage our clients to have a one-on-one interview with a virtual assistant before onboarding. This helps both parties get acquainted with the process and set a mutual comfort level. If you are not satisfied with the VA assigned, we will be more than happy to find a suitable replacement.
-
Unmatched data privacy: Virtual assistants work remotely, so data privacy is always a priority. Before starting any project, MyTasker and the client enters into a mutually agreeable NDA. Plus, all calls and data exchanges happen over a secured line, and confidential files are encrypted for ultimate safety.
Play It Forward With MyTasker
Deciding between an executive or administrative assistant doesn't have to be difficult. While there are some distinct differences, their responsibilities can overlap. And while you fight the hiring dilemma between two roles, a virtual assistant stands as a worthy option.
VAs can function both as executive and administrative assistants, which means you can always delegate any kind of task. Plus, hiring a virtual assistant helps you save time and money like nowhere else. In short, you get quality work done at half the price of hiring a full-time employee. And that's a win-win situation for any business.
If this sounds like everything you want, we are more than happy to help you get started. Click here to schedule a free, no-obligation consultation call today!
FAQs:
Is An Executive Assistant A Senior Position ?
Yes! An executive assistant generally works with the upper management, especially the C-suite employees. They are hired primarily for strategic support and usually report to the General Manager or the CEO of a company.
Are Administrative and Executive Assistants Same?
There are many similarities between the responsibilities of administrative and executive assistants. However, the two roles have some key differences. Executive assistants take a broader approach to things compared to administrative assistants. Executive assistants normally work with the C-suite employees, while administrative assistants await orders from managers and supervisors and cater to the needs of an entire office.
Can A Virtual Assistant perform the duties of both executive and administrative assistant?
Certainly! A virtual assistant is highly-qualified and has all necessary skills to function as an administrative or executive assistant. From calendar management to data entry, VAs are capable of handling a range of tasks. If you have any specific business needs to be addressed by a virtual assistant, email us at info@mytasker.com
