Executive Assistant vs. Administrative Assistant: Which One Do You Need?
We talk to dozens of high-performing leaders who are accomplishing amazing things with their business but have reached the limit of their own productivity. They have exciting ideas to innovate and scale their team, but there just aren't enough hours in the day. If this sounds familiar, you’re probably in a great position to bring on some additional support, but you may be left wondering whether an Executive Assistant or an Administrative Assistant would best fit your needs. Is there really any difference between the two?
The answer is yes, and understanding those differences is key to deciding which is the right fit for you!
What Does an Executive Assistant Do?
An Executive Assistant elevates the focus and productivity of a high-performing leader and allows them to focus on their most important work by taking over the detail-driven duties that often fill up their day. Their responsibilities might include calendar and inbox management, information synthesis, travel and event management, and CRM support. However, that’s just the beginning.
While an EA can take a number of daily tasks off of your hands, their real value lies in their ability to proactively implement strategic changes to what you focus on each day, so that you end up focusing on the work only you can do. They do so by identifying inefficiencies, optimizing operations, auditing current systems, and suggesting opportunities for improvement across your entire team. They know what benefits can be realized when you stop wasting your time on email and strategically delegate more and more work off your list.
Check out the “What to Delegate: Free Guide” and start delegating tasks more effectively today!
An Executive Assistant functions as a key thought partner and strategic gatekeeper, working to implement changes that make an immediate and significant increase in your productivity. Stated simply, they can free up time for you to focus on the big-picture and elevate your work!
What Does an Administrative Assistant Do?
An Administrative Assistant is most effective when you need support with more common and recurring tasks. Typically, this encompasses administrative duties such as scheduling, billing and expenses, and other transactional assignments. They are there to take direction and assist in checking off specific items from your to-do list. This may be a great option for someone who wants to simply hand off daily administrative tasks.
In this sense, an Administrative Assistant usually requires specific direction, while an Executive Assistant can work more autonomously while implementing strategic improvements across a number of areas. Let’s break down the differences even further.
| Administrative Assistant | Executive Assistant |
|---|---|
| Recording memos and minutes | Managing meetings and projects |
| Organizing files | Prioritizing your tasklist + work time |
| Maintaining a calendar | Updating and maintaining CRMs |
| Bookkeeping | Coordinating several calendars |
| Billing and expenses | Systems and process management |
| Sending or receiving emails | Full travel and event planning |
| Office ordering, etc. | Managing your entire inbox |
How does an Executive Assistant Differ From an Administrative Assistant?
The main difference between the two is their level of support. A good example is that an Administrative Assistant is an expert in task management, while an Executive Assistant is an expert in project management.
When a higher level of strategic support is needed, an EA is usually the best fit. While an EA can complete many of the same tasks as an Administrative Assistant, their value is added in the additional proactivity and tactical expertise that they bring to the role. They work as a key partner, willing to have high-level conversations and research solutions to problems.
Similarly, they can determine if you are taking the right approach, suggest alternative methods or tools for executing key job responsibilities, provide accountability, and increase your daily productivity. In doing so, an Executive Assistant will be able to offer a clear strategy to allow you to grow your business or within your role. Additionally, an EA may be a better option if you’re looking for a role to partner with your Chief of Staff or Director of Operations.
How do I determine which would be the best fit for me?
Ask yourself, “Do I need someone that I can hand off basic, everyday items to, or could my business really use an expert who can identify key opportunity areas while they work to reduce my daily workload? Would I benefit from adding a key strategic member to the team, or would I prefer to provide direction on a handful of projects that I want to be completed?”
Determining the real needs of your business is the best place to start when deciding whether an Administrative Assistant or an Executive Assistant is the right fit. And it’s worth reassessing your needs every six to 12 months, as you may find the level of support that is best for your business shifts over time.
What sets 33Vincent’s Executive Assistants apart?
At 33Vincent, we proudly help high-performing leaders enhance their impact. We match you with a world-class Executive Assistant through a custom analysis of your goals, personality, and high-level needs. With a dynamic community of EAs to provide backup support, an expansive toolkit of best practices, and a commitment to client success, we elevate your focus so you can focus on your highest-impact work. We offer a premium, flexible service, and value quality, collaboration, and integrity in everything that we do.
If you’ve determined that an Executive Assistant is what you need to take your business to the next level, we would love to connect and talk through how our experience can make your job easier and more efficient!
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