22 tasks, each one witnessed by the sources that watched the job — and behind every one, a prompt you can use tonight.
You’ll start by checking the executive’s calendar in Google Workspace or on macOS Calendar, confirming meetings and travel. Expect blocks of time for scheduling, answering emails, and screening calls so the executive can focus.
Afternoons often include preparing reports in Google Docs or Excel, filing documents (paper or Adobe Acrobat PDFs), ordering supplies, and coordinating with other departments. The work shifts to urgent tasks—rescheduling meetings, handling confidential requests, or running payroll entries in QuickBooks—whenever something breaks.
Begin with Google Workspace (Gmail, Calendar, Docs) and Microsoft Excel; those are used daily for scheduling, drafting correspondence, and compiling data. macOS skills help if your office uses Apple computers.
Next learn Adobe Acrobat for PDFs and Intuit QuickBooks for basic bookkeeping and payroll info. Practice practical tasks: create a calendar invite, build an Excel meeting tracker, and combine PDFs into one file.
According to the U.S. Bureau of Labor Statistics (BLS) 2025 data, about 459,910 people work in this role. The median pay is $76,590 per year, the lowest tenth earn $50,560, and the top tenth earn $109,850.
Pay varies by city, industry, and experience—executives in finance, tech, or legal often pay higher. Use the BLS figures to set realistic salary expectations when interviewing.
Limit access to any sensitive files: store them on secure drives or encrypted PDFs via Adobe Acrobat, and use permission settings in Google Workspace. Don’t share passwords; use approved password managers if your company provides one.
When handling physical documents, lock them in a drawer or file cabinet. Follow company policies exactly and ask HR or IT if you’re unsure—this role routinely handles payroll, contracts, and private executive communications.
AI can save time on drafting emails, summarising meetings, or generating travel itineraries—use it to create first drafts in Google Docs or to summarise a long report before you edit. Treat AI output as a draft you must check for accuracy and confidentiality.
Avoid pasting confidential payroll or client data into public AI tools. Don’t rely on AI for final communications, legal language, or financial entries in QuickBooks without human review. Follow your employer’s data rules.
An executive assistant focuses on supporting one or a few executives—managing calendars, travel, confidential documents, and high-priority communications. You’ll regularly use Excel for reports and QuickBooks for payroll entries tied to the executive’s needs.
An office manager looks after the whole office—supplies, facilities, and vendor contracts. A personal assistant may handle private errands more often. The executive assistant role is more strategic: scheduling senior meetings, drafting executive correspondence, and interpreting policies for staff.
Organisation and prioritisation are key: you must balance calendars, multiple tasks, and urgent requests without dropping anything. That means clear systems—meeting trackers in Excel, labelled folders in Google Drive, and a tidy email inbox.
Pair organisation with communication: clear, polite phone and email skills, and the ability to draft accurate documents in Google Docs. Employers expect you to learn company-specific systems quickly and protect confidential information.