Executive assistant career path: Everything you need to know

Looking to upskill in your career as an EA? Good news! You’ve come to the right place.

Base has spent more than a decade placing and supporting executive assistants. We have watched thousands of EAs work out what comes next in their careers, and we have seen which moves tend to pay off. This guide is what we have learned, written for assistants rather than for the people who hire them.

It’s no secret that the executive assistant career path is as rewarding as it is challenging. With the proper support and growth, you can excel to new heights—and we’re here to help. Here’s everything you need to know about leveling up as an EA.

Executive Assistant Growth Path

If you’ve been dominating the EA role for a while now and are starting to wonder, “What’s next?”—you’re not alone. A lot of assistants eventually get to a point where they’re restless in their careers. We’re the type of people that are always up for a challenge, and if you’re ready for the next challenge, it’s probably time to start thinking about your next step.

When it comes to advancing as an EA, there are a handful of options: you can support a higher-level executive, move into a larger business or new industry, or, if your company offers it, lead a team of EAs within your organization.

Some EAs may be interested in moving into other roles within an organization. Whether it’s HR, marketing, operations, or another department, being an EA comes with a lot of skills that are relevant and transferable to other roles.

If you’re interested in eventually moving to another career path, consider mentioning it to your executive. They may be able to get you in touch with someone who can offer some suggestions on skills, training, or certifications you may need in order to make the transition. Or, depending on your company and role, there may be opportunities for you to take on some of the responsibilities you are eager to try.

Learn more from Amy Sherman, EA to the President and COO at Salesforce, about her journey to a top-level EA.

Spending Your Time More Wisely

When it comes to day-to-day time management for executive assistants, we understand that being proactive is easier said than done. That’s why we want to help EAs effectively navigate their unique set of time management obstacles so they can conquer some of the chaos that comes with being an assistant. 

With that being said, we understand that your time at work isn’t always your own. Time management for an assistant heavily depends on having the right habits and the right support. Not only do you need a way to have your email, calendars, and files within easy reach, you also need a single predictable place to view and update meeting changes, agendas, and all the various other things that pop up throughout your day. 

The specific tools matter less than the consistency. Jumping between five applications will cost you hours a week, but so will a perfect setup you only use when things are calm. Pick the smallest arrangement you will actually maintain on a bad Monday, and protect it.

Honing Your Executive Assistant Communication Skills

When we talk about effective communication as an executive assistant, a huge aspect to consider is structure. If you consistently find yourself jumping between email, Slack, text and phone calls, the problem usually isn’t the volume. It’s that there is no agreed shape to how information reaches your executive.

While we’d love to help you be able to read your executive’s mind, truly understanding their wants and needs takes ongoing communication and relationship-building. Two habits do most of the heavy lifting:

  • A recurring written update: one place where your executive sees status, calendar changes, meeting prep and anything they need to act on, arriving on a predictable schedule. Build it from a template so it takes minutes, and bring the calendar items, links and attachments into it rather than making them hunt across tools.
  • A running list of open questions: gone are the days of waiting for feedback, not getting it in a timely manner, or not receiving helpful answers to open-ended questions. Batch your questions so your executive can work through them in one sitting, and give each one your recommended answer so they are confirming a decision rather than making one from scratch.

If you want a tool built for exactly this, Base Delegate keeps delegation in a thread, turns voice notes into text, and includes decision streams for collecting a run of answers without interrupting anyone. It’s free for assistants and executives alike.

Getting Comfortable With One-on-Ones & Performance Reviews

How can you make sure you’re doing the best job possible as an executive assistant? Set up regular one-on-ones and performance reviews with your executive(s). This much-needed face-to-face time is an excellent opportunity to build trust, show your support, and position yourself as a more strategic partner. But it should be noted that there is some strategy to mastering these types of meetings with your exec.

As any EA knows, one-on-ones can easily be spent discussing status updates—that is, when they aren’t canceled or rescheduled. So, what are the best ways to overcome common challenges and prepare for meetings to make the best use of face-to-face time? 

  • Handle status updates in your written update beforehand, so the meeting itself is free for the things that actually need a conversation.
  • Come prepared to lead your one-on-ones by creating and sending an agenda to your executive ahead of time.
  • Ask your exec, “what would feel like winning to you next week?” This way, you’ll know and be able to support their top priorities.

And don’t forget the importance of executive assistant performance reviews! Your executive should be initiating routine observations of your overall work product. In these monthly, quarterly, or annual, etc, meetings, your exec should identify your strengths and weaknesses, offer constructive feedback, and set goals for your future performance. This way, you can know where you’re thriving and where you could possibly improve. Performance reviews are beneficial for EAs and execs alike, so if you’re not getting this valuable face time—make sure you initiate setting up this meeting with your executive!

Creating Goals That Impact Everyone

As any EA knows far too well, your role can be quite reactive. If you’re feeling like being proactive and prioritizing growth is overwhelming—if not impossible—you’re not alone. The good news is, while you’re fielding emails, tracking projects, and managing calendars, you actually do have the ability to impact your company in a real, lasting way. 

As assistants, we’re in a powerful position to go beyond managing our executive’s schedule. To be a true support system, it’s our job to keep our exec focused on the goals they are responsible for, get involved in those strategies, and amplify their output. Not only will your executive be relieved, you’ll be able to tangibly measure your value and tie your work to the success of the company. Talk about a great way to solidify yourself as a crucial member of the team while future-proofing your role.

So, how does one set goals that impact the business they support? Here are our top three strategies: 

  • Take Initiative: Before you set any goals, we suggest having a discussion with your exec to make sure you’re both aligned on the true intent and desired results.
  • Come Prepared: Come armed with thoughtful ideas and suggestions. Before the meeting, prepare a list of ways you feel like you can make the most impact against your executive’s goals. Provide some examples of where you’d like to help or where you’re best equipped to provide support.
  • Think Big Picture: As you and your executive work toward goals, make sure to keep the big picture in mind. The purpose of these goals is to not only aid in your own professional development, but to show that you can align yourself with the larger business.

If you need more support on this front, we have a full guide to goal setting for executive assistants.

The Executive Assistant Career Path Offers Unending Potential

At Base, we believe EAs need and deserve better support in their roles—thus empowering them to provide better support as a result. While there’s no doubt that assistants are in the best possible position to be the perfect support system for leaders of all shapes and sizes, we also understand assistants are often playing a constant game of “prove your value.”

As today’s workforce continues to evolve, the focus has shifted to technology and how every individual in a corporation can impact revenue. This means that modern assistants need to be prepared for this inevitable shift to maintain job security.

The assistants who thrive are the ones who communicate, schedule and organize well enough to make a visible difference to their executive and organization. Do that consistently and you effortlessly become a trusted guide who lays the path forward and eliminates roadblocks. The EA role is all about strategically getting your executive from point A to point B—and doing so successfully solidifies yourself as an invaluable resource.

Making Your Next Move

Knowing you are ready for the next step is one thing. Actually making the move is another, and this is where most assistants get stuck. A few things make the difference.

  • Write down what you actually did. Not your job description, the specific things. Hours returned to your executive, the meeting you stopped from happening, the process you built that outlived you. EAs are chronically bad at this and it is the single biggest reason good assistants undersell themselves in interviews.
  • Decide what kind of leader you want next. The founder in a twelve-person startup and the C-suite executive in a listed company both need an EA, and the two jobs have almost nothing in common. Being clear about which one you want saves everybody time.
  • Treat the match as mutual. A role that looks like a step up but pairs you with someone who does not delegate will set your career back. Interview them as carefully as they interview you.
  • Keep your skills current between moves. Training, a peer community, and the occasional certification all compound. They are also much easier to point at than “I am very organized.”

Grow Your EA Career With Base

Base has spent more than a decade placing and supporting executive assistants, and we help assistants build careers worth staying in. If you’d like to learn more about executive assistant best practices and career opportunities, we offer a wide range of resources to help you excel.

Explore our learning and development programs, browse EA job opportunities, or see how we support assistants through their careers.