5 Things to Change on Your Boring Executive Assistant Job Description Immediately
Are you overwhelmed by the 250 resumes flooding your inbox for your Assistant position—only to find that maybe 10% are actually qualified?
Do you read through applications and think, “This person doesn’t have the skills we need… why did they even apply for this job?”
Are you stuck in a cycle of hiring and re-hiring because your new EA just doesn’t seem to “get it”?
Let me hit you with some hard truth: If your job description is the same generic, bullet-point-laden document that’s been floating around since 2006—with a few extra responsibilities tacked on each year—your applicants and new hires aren’t the problem.
If your job description is outdated and uninspiring and tells potential candidates absolutely nothing about the actual role or the executive they’ll be supporting, you’re causing the best EAs—the ones you really want—to skip over your job posting faster than you can say "proactive, highly organized multitasker."
Your job posting is your invitation. If you’re handing out a half-hearted, confusing, or uninspired invitation, don’t be surprised when the wrong people show up to the party.
Example: The Lazy List of Responsibilities
If your job description looks anything like this, rip it up and start over:
Schedule meetings
Take notes
Plan events
Arrange travel
Personal requests
Review email
Congratulations, you’ve just described every Executive Assistant job in existence… and told candidates absolutely nothing about what makes this role unique.
As an EA, when I see a list like that, my first thought is:
A) You have no idea what an EA can actually do.
B) You have no idea what you actually need.
Let’s fix that, shall we?
1. Describe the HUMAN You Need in This Role
Yes, your Executive Assistant needs to manage your email and calendar. Yes, they need to be proficient in Microsoft Office and Salesforce. But WHO do you actually need?
Are you looking for:
A confident, driven powerhouse with an East Coast mentality who takes direction and makes things happen without hesitation?
A quiet yet effective relationship-builder who can charm even your most difficult board members and help the entire team operate more cohesively?
A hyper-organized, detail-obsessed strategist who keeps your world running like a well-oiled machine?
At the end of the day, you have to like this person. You have to want to pick up the phone and talk to them every day. You have to trust them, collaborate with them, and be able to be vulnerable with them.
If you want an EA who’s going to be the right fit, their personality, values, and working style are just as important as their skill set. So stop writing job descriptions as if you’re hiring a robot (and as if you’ll “get along” with everybody).
2. Describe the EXECUTIVE They’ll Be Supporting
The relationship between an executive and their assistant is one of the most unique dynamics in the business world. So why are you making your candidates guess what they’re signing up for?
Executives, tell me about you:
Are you an idea-generating machine—brilliant but scattered and unorganized?
Are you hands-on with every aspect of your organization (a.k.a. a micromanager who thinks they’re not a micromanager)?
Are you new to having an assistant and need someone who can teach you how to work with one?
Here’s a reality check: Your EA is going to find out what you’re like within the first three months anyway.
Wouldn’t it be better for them to know upfront, rather than figure it out the hard way once they’re already in the role?
Your executive style matters. So do your quirks. The more transparent you are, the better the match will be.
3. Get Specific with Job Responsibilities
Your current job description is so vague it’s basically saying, "Do stuff."
For example:
"Review email." Okay… but what does that actually mean?
Are they responding on your behalf?
Are they handling things autonomously?
Or are you just expecting them to skim through and flag anything important?
"Schedule meetings." Great! But try this instead:
"Manage a complex, constantly changing calendar with efficiency, determination, and adaptability. This is a high-stakes role with shifting priorities, so you must be able to anticipate needs, communicate proactively, and understand the energy and preferences of the Executive."
Would you apply to a job that just said, “Do things that a CEO does?”
No? Then why would you expect a high-caliber EA to do the same?
4. YES, Salary Is Important!
Call me crazy, but when I’m looking for a job, I want to know how much it pays.
Money is important. It’s the only thing that allows people to pay rent, buy groceries, and, you know, exist.
When you post a job without a salary range, candidates assume:
The pay is insultingly low.
You’re hiding something.
You don’t value transparency.
It’s also a huge waste of time—for both you and the candidates.
Imagine interviewing 10 top-tier candidates, only to find out that your salary range is nowhere near what they’ve made in the past.
Transparency attracts better talent. The best candidates won’t waste their time applying to a job with vague salary expectations.
If you truly want a high-caliber EA, stop playing games and be upfront about compensation.
5. Clearly Define Who This Job Isn’t For
Let me be clear: This is not about discrimination. It’s about setting expectations.
Some of my executives simply cannot work with people who are overly sensitive, easily offended, or afraid to speak their minds. For them, I include language like:
"Must be confident and strong in your voice, your work, and yourself—whether or not you receive constant recognition.”
“Thick-skinned, mature, and able to handle direct feedback."
This isn’t about discouraging great candidates—it’s about qualifying the right ones.
The wrong hire is just as costly as an empty seat. Be honest about what this role requires.
Bonus Tip: Stop Making It Unnecessarily Hard to Apply
If your application process requires candidates to:
Upload a resume AND manually copy-paste every single thing into text boxes,
Create an account just to apply,
Complete a 45-minute assessment before even speaking to a human,
… STOP IT.
If it would annoy you to jump through those kinds of hoops, it’s annoying them (and keeping the right candidates from applying).
Conclusion: Stop Wasting Everyone’s Time
A well-written Executive Assistant job description should do two things:
Attract the right candidates who are excited about the role.
Deter the wrong candidates before they waste your time.
Either way, you win.
Your job description is not a formality—it’s your first filter. Make it count.
Next Steps: Let’s Find You the Right EA
Hiring an Executive Assistant is too important to get wrong. If you’re tired of:
Wading through endless unqualified resumes
Hiring assistants who just don’t “get it”
Writing job descriptions that don’t attract top talent
Let’s fix that.
I specialize in finding top-tier Executive Assistants who match your work style, leadership approach, and business needs.
Schedule a discovery call today. Let’s build your dream team—starting with the right EA.