Day in the life
A Day in the Life of an Executive Assistant
What executive assistants actually do from the start of a shift to the end: the tasks, tools, schedule and realities of the job.
Review the executive’s calendar and inbox and flag priority items. From there, the day usually includes manage executive calendars and schedule meetings, plan domestic and international travel, and screen calls, email and visitors. Most work full-time business hours, with occasional early mornings, evenings or travel when executives need support.
Hour by hour: a typical shift
No two days are identical, but this timeline reflects a realistic day for an executive assistant working full time.
- Review the executive’s calendar and inbox and flag priority items.
- Reschedule two meetings after a board call is moved.
- Prepare slides and briefing notes for an investor meeting.
- Book flights and hotels for a three-city trip next week.
- Take minutes at the leadership team meeting.
- Follow up on action items with department heads.
- Prepare tomorrow’s agenda and briefing folder.
Where executive assistants work
Executive assistants work in offices, often near the executives they support, and increasingly in hybrid arrangements. The work is computer-based and fast-paced.
Hours and schedule
Most work full-time business hours, with occasional early mornings, evenings or travel when executives need support.
Tasks you’ll do most often
- Manage executive calendars and schedule meetings
- Plan domestic and international travel
- Screen calls, email and visitors
- Prepare reports, presentations and board materials
- Take meeting notes and follow up on action items
- Coordinate projects and events
- Handle confidential information with discretion
Tools you’ll use every day
- Outlook or Google Calendar
- Word, Excel and PowerPoint
- Zoom or Teams
- Travel booking platforms
- Project management tools
- Expense reporting software
The best and hardest parts of the job
What people like
- Strong pay for administrative work
- Exposure to leadership and strategy
- Path to operations or chief of staff roles
- Varied, fast-paced days
What’s hard
- Unpredictable demands
- Pressure to be always available
- Managing many priorities
- Requires discretion under pressure
You’ll likely thrive if…
- I love being organized
- I can anticipate what people need
- I keep confidential information private
- I stay calm when plans change
- I like working with leaders
- I enjoy juggling many details
Not sure? Take the free Executive Assistant fit quiz or the Career Match Quiz.
Staying safe on the job
- Protect confidential information and use secure systems
- Set up an ergonomic workstation
- Follow travel safety and duty-of-care policies
- Manage stress with clear boundaries