The executive assistant (EA) role has become essential in today’s fast-paced, remote-first business environment. EAs have transformed into strategic partners who help streamline operations and support executives by managing complex schedules and communications.
They coordinate global meetings, enabling leaders to concentrate on critical decisions. This guide will outline the roles and responsibilities of EAs, how they differ from similar positions, the necessary skills and qualifications, salary expectations by region, and tips on hiring one in 2025.
What Is an Executive Assistant?
An executive assistant (EA) is a high-level administrative professional supporting executives by managing their time, communications, and workflows. EAs operate with discretion and sound judgment, acting independently to enhance organizational efficiency and leadership success, particularly in startups and remote teams.
The Role and Responsibilities
Executive assistants manage various responsibilities beyond scheduling, including complex calendars, high-level correspondence, project coordination, and interdepartmental communication. They may arrange international travel and investor reports, saving executives 8 to 12 hours weekly and significantly boosting productivity.
Executive Assistant vs. Administrative Assistant
| Role | Primary Focus | Type of Tasks | Decision-Making Power | Salary Level |
| Administrative Assistant | General office support. | Filing, scheduling, and data entry. | Limited | Lower salary range. |
| Executive Assistant | Strategic executive support. | Budget management, board prep, planning. | High – works closely with leadership | Higher salary range. |
Executive Assistant vs. Secretary
| Role | Scope of Work | Initiative Level | Tool Usage | Global Collaboration |
| Secretary | Basic administrative tasks like answering phones, scheduling, and filing. | Mostly reactive support. | Limited to email, phone, and calendar tools. | Generally, local office support only. |
| Executive Assistant | Strategic task management, project coordination, and executive support. | Proactive and empowered to decide. | Proficient in Slack, Notion, Google Workspace, and task managers. | Collaborates across hybrid and global teams. |
Key Tasks and Duties of an Executive Assistant
Executive assistants (EAs) now play strategic roles in enhancing leadership effectiveness. A 2023 OfficeTeam report found that 72% of executives believe EAs boost productivity by over 25%. EAs manage calendars, emails, meetings, and travel arrangements, highlighting the importance of understanding these responsibilities in hiring.
Calendar Management and Scheduling
A key task of executive assistants (EAs) is calendar management. As leaders often juggle up to 15 meetings weekly, EAs help minimize scheduling conflicts, manage time zones, and prioritize tasks effectively. This coordination can reduce meeting overlaps by 30%, freeing up weekly hours for strategic work.
Email and Communication Handling
Executives often receive hundreds of emails daily and spend up to 2.5 hours responding. Executive assistants help by filtering and drafting communications, reducing inbox overload by up to 60%, allowing executives to focus on high-priority correspondence.
Meeting Coordination and Minute Taking
EAs handle meeting logistics such as scheduling, agenda creation, note-taking, and follow-ups. Studies indicate that meetings without documented minutes result in 40% lower accountability. EAs improve team results by ensuring thorough documentation and may prepare briefing documents and slide decks for leadership meetings.
Project Management and Reporting
Executive assistants are increasingly engaged in project management, particularly in startups. Using tools like Trello and Asana, they help track milestones and delegate tasks. Wrike reports that EAs involved in project tracking can boost team productivity by up to 20%, making them vital for leadership alignment.
Expense Tracking and Travel Arrangements
EAs manage travel planning and financial tracking, often using tools like Expensify to reconcile expenses and organize multi-leg trips. This reduces administrative burdens and errors. According to American Express, businesses with support staff for travel management save an average of $350 per trip through optimized booking.
Essential Skills for Executive Assistants
Executive assistants (EAs) must combine soft and hard skills to succeed in today’s fast-paced environments. A 2024 Robert Half report shows that over 80% of executives expect EAs to have advanced communication, tech proficiency, and project management skills, making them vital assets to the team.
Communication and Interpersonal Skills
Communication is central to an executive assistant’s (EA) role. EAs must convey messages, reflect the executive’s tone, and build strong internal and external relationships. Strong communication is the top skill 78% of hiring managers seek, making empathy, diplomacy, and emotional intelligence essential for effective communication.
Time Management and Organization
EAs must effectively balance competing priorities. A survey found that top EAs save executives 8–10 hours weekly through smart scheduling and prioritization, using techniques like the Eisenhower Matrix or GTD (Getting Things Done) to ensure no tasks are overlooked.
Technical Proficiency
In today’s digital landscape, executive assistants (EAs) must be tech-savvy, often using 5+ software tools daily. A 2023 OfficeNinjas survey showed that many EAs self-train on new platforms within their first 90 days, providing a competitive edge.
Problem-Solving and Discretion
Executive assistants must think quickly and handle surprises, like rescheduling flights or adapting to changes. Their decision-making and discretion are vital, as 84% of executives trust them to manage sensitive information independently, highlighting the need for sound judgment and integrity.
Qualifications and Training
The executive assistant (EA) role prioritizes skills over degrees, but many top EAs have a mix of education and experience. A 2023 LinkedIn analysis found that 72% hold a bachelor’s degree, and 60% have administration or project management training, significantly influencing hiring potential and salary.
Educational Background
Most employers prefer executive assistant candidates with a bachelor’s degree in business administration or communications, as over 75% of full-time EAs in corporate settings hold a four-year degree. However, startups and remote companies may prioritize relevant experience over formal education.
Relevant Certifications and Courses
Many EAs pursue certifications like the Certified Administrative Professional (CAP) for a competitive edge. A recent report found that certified EAs earn 12–18% more than uncertified peers. These credentials enhance credibility and showcase the initiative valued by top executives.
Years of Experience
| Experience Level | Base Salary Range (U.S.) | Top-End Salary (U.S.) | Remote LATAM EA Cost Comparison |
| Entry-Level (1–3 years) | $40,000 – $55,000 | – | Typically 40–60% less than U.S. salaries |
| Senior-Level (7+ years) | $80,000+ | $120,000+ at Fortune 500 companies | Typically 40–60% less than U.S. salaries |
How Much Do Executive Assistants Earn?
Executive assistant salaries vary based on experience, location, industry, and work arrangement. As of 2025, the median wage for U.S. EAs is around $68,000/year, with top performers earning over $100,000. Remote EAs from lower-cost regions can also command competitive wages, benefiting both companies and talent.
Salary Ranges by Location
- United States: $55,000–$105,000/year
- United Kingdom: £30,000–£60,000/year (approx. $38,000–USD 76,000)
- Philippines: ₱500,000–₱900,000/year (approx. $9,000–USD 16,000)
- Latin America (LATAM): $12,000–$25,000/year for mid- to senior-level EAs
For comparison, a U.S.-based companies hiring an experienced bilingual executive assistant from Colombia or Mexico can expect to pay 50–70% less than a domestic hire while maintaining quality and timezone compatibility.
Factors That Affect Executive Assistant Pay
Several variables influence compensation levels:
- Experience Level: Senior EAs with 7+ years typically earn 30–50% more than entry-level candidates.
- Industry: Tech and finance tend to offer higher salaries, sometimes including bonuses and equity.
- Specialization: EAs with niche expertise (e.g., project management, bilingual fluency, legal support) command premium rates.
- Company Size: Large enterprises often pay more due to broader responsibilities and higher executive expectations.
Remote vs. On-Site Pay Considerations
Remote roles adjust salaries based on location. For example, a U.S.-based remote EA in Buenos Aires might earn $20,000/year, while an on-site EA in San Francisco may earn $80,000. However, lower living costs and remote perks, like flexibility, offset this difference. Remote hiring also expands the talent pool and offers significant labor cost savings for employers.
Where Can You Hire an Executive Assistant?
Hiring the right executive assistant requires knowing where to look and understanding the pros and cons of each sourcing channel. From freelance marketplaces to white-glove staffing firms, the best option depends on your budget, urgency, and whether you need part-time or full-time support.
Freelance Platforms and Remote Talent Marketplaces
Platforms like Upwork, Fiverr, Toptal, and We Work Remotely provide access to numerous executive assistants worldwide, which is ideal for flexible or immediate hires. Freelance EAs typically charge $15–$50/hour based on experience and location. Upwork allows filtering for bilingual assistants, time zone overlap, and verified feedback.
Recruitment Agencies and Headhunters
Using a recruitment agency like Robert Half, BELAY, or Zirtual for specialized or senior-level EA roles can simplify hiring. These agencies provide pre-vetted candidates and handle sourcing, screening, and initial training, charging fees of 15% to 25% of the annual salary. They offer a high-touch experience and guarantee periods for early turnover.
In-House Hiring: Job Boards and Referrals
Traditional job boards like LinkedIn, Indeed, and AngelList are effective for direct hiring. Clear job postings with qualifications and compensation attract full-time hires. Employee referrals are a highly effective sourcing method, especially with a strong internal network or EA program.
| Hiring Type | Pros | Cons |
| Local | Easier cultural fit and communication. In-person collaboration and supervision.Faster onboarding and time zone alignment.Better alignment with local laws and HR practices. | Higher salary expectations (e.g., $60K–$90K in major U.S. cities).Smaller local talent pool. An office or hybrid setup may be required.Longer time-to-hire for experienced roles. |
| Remote | 40–70% cost savings in regions like LATAM, Eastern Europe, SEA. Access to global talent; Coverage across time zones (ideal for global teams). Flexible hiring (freelance or full-time).Partners like Floowi help streamline remote hiring with vetted talent and cultural alignment. | Requires structured async communication.Time zone or language barriers. More complex onboarding process. Security and compliance must be managed carefully. |
How to Hire an Executive Assistant: Step-by-Step
Hiring an EA doesn’t have to be overwhelming. Follow this practical framework to go from job spec to successful onboarding:
Step 1: Define the Role and Write a Job Description
Clearly outline the executive assistant’s responsibilities, specifying whether the role is part-time or full-time, the tools used (e.g., Google Calendar, Slack), and any required language skills or availability. Be transparent about expectations regarding confidentiality, executive communication, and organizational support.
Step 2: Post the Job and Source Candidates
Use the right platforms based on your needs. For budget-friendly global talent, consider Upwork or Virtual Latinos. For mid- to senior-level hires, LinkedIn Jobs or recruitment agencies offer better targeting. Include your salary range, role overview, and decision timeline to attract qualified applicants.
Step 3: Conduct Interviews and Skills Tests
Use structured interviews to evaluate soft skills, communication ability, and responsiveness. Include a brief skills assessment: a mock inbox triage, calendar reshuffling, or document formatting task. This ensures candidates can execute tasks that reflect real job responsibilities.
Step 4: Offer, Onboard, and Set KPIs
After making an offer, implement a structured onboarding process. Introduce tools, align expectations, and set 30–60–90-day KPIs, such as “Maintain CEO calendar with 95% accuracy” or “Respond to internal emails within 30 minutes.” Clear metrics support early wins and long-term success.
Best Platforms to Hire Executive Assistants in 2025
Here are the top-rated hiring platforms and services for EAs, each catering to different budgets and hiring models.
1. LinkedIn
Perfect for sourcing full-time, professional-level EAs, it offers network referrals and direct access to high-quality profiles. Basic job posting costs start at $39/month.
2. Upwork
Ideal for remote and contract hires, the platform features over 5,000 executive assistants with ratings, portfolios, and hourly rates ranging from $15–$50/hr. It also offers strong filter options and built-in payment protection.
3. Floowi
A reliable offshoring partner offering vetted, bilingual executive assistants from Latin America. Floowi ensures cultural alignment, overlapping time zones with U.S. businesses, and competitive pricing, typically $1,500–$2,000/month for full-time support, depending on skill level.
4. BELAY
A U.S.-based remote EA staffing firm known for its high-touch vetting. Great for companies needing strategic, senior-level support. Packages typically start at $1,500/month for part-time service.
5. Athena
Premium EA service with a global talent base and proactive training systems. Known for strong onboarding and development. Pricing is tiered, starting at $3,000/month for full-time coverage.
Common Challenges When Hiring Executive Assistants
Hiring the right EA isn’t always straightforward. Here are some of the most common pitfalls and how to avoid them:
Time Zone Conflicts for Remote Hires
Remote EAs are effective, but communication lags can cause inefficiencies without proper overlap. To avoid this, try hiring within a 3–4 hour time difference from your primary work hours. Hiring from Latin America is an excellent solution, as most countries share similar or overlapping time zones with the U.S., making real-time collaboration seamless. To maintain smooth communication, you can also implement asynchronous workflows and tools like Loom or scheduled Slack messages.
Misaligned Expectations
A mismatch in responsibilities or skill level is a significant cause of early turnover. Prevent this by writing detailed job descriptions, holding expectation-setting calls, and checking references.
Onboarding and Communication Gaps
Even experienced EAs need context. Provide SOPs, walk them through your calendar and inbox, and establish daily or weekly syncs in the first month. Use Notion, Google Docs, or Trello for a centralized resource hub.
Tips for Successfully Managing an Executive Assistant
Hiring is just the beginning; retention and collaboration depend on systems, feedback, and clear expectations.
Clear Communication and Regular Check-ins
Schedule recurring 1:1s to align on priorities and share feedback. Weekly dashboards or updates help the EA understand what’s working and where to improve. Encourage open dialogue early and often.
Use of Productivity and Collaboration Tools
Equip your EA with the tools they need to succeed. Slack is used for messaging, Notion or Trello is used for task tracking, and Clockwise or Calendly is used for scheduling. Consistent use of shared tools reduces friction and enables async productivity.
Set Performance Metrics and Provide Feedback
Define clear KPIs, such as response time, task completion rates, and scheduling efficiency. Track progress monthly and recognize wins. High-performing EAs thrive when given constructive feedback and growth paths.
Final Thoughts
The executive assistant role has evolved from a support function into a strategic partnership that can dramatically increase an executive’s capacity. Whether hiring locally or tapping into global talent, investing in the right EA can boost your team’s efficiency, reduce stress, and elevate leadership performance.
Is Hiring an Executive Assistant Right for You?
If you’re regularly overwhelmed by scheduling, buried in email, or missing follow-through on key projects, it may be time to bring in an EA. Reflect on your capacity, leadership goals, and communication needs to assess the right time to hire.
How to Get Started Today
Define your needs, write a job description, and explore platforms like LinkedIn or Virtual Latinos. Consider starting with a part-time contract to test fit, then scale from there. With the proper onboarding and tools, your EA will quickly become a multiplier for productivity and peace of mind.
