How to Grow from AA to EA?

Making the leap from Admin Assistant (AA) to Executive Assistant (EA) can feel like a big jump — but it’s one that’s possible with the right mindset, skills, and strategy. To help break down the steps, we sat down with Alicia Fairclough, former EA and Founder of EA How To, a global community and resource hub for administrative professionals. With her firsthand experience and passion for professional growth, Alicia shares practical advice for Admin Assistants who are ready to level up and take on the EA role.

What key skills separate an Admin Assistant from an Executive Assistant?

Alicia Fairclough: While Administrative Assistants typically focus on supporting teams or departments with essential operational tasks, Executive Assistants work at a higher strategic level, directly partnering with senior leaders. EAs often manage complex calendars, high-level communications, confidential information, and decision-making support. The key difference is that EAs are expected to anticipate needs, influence outcomes, and act as an extension of the executive, rather than simply responding to tasks.

For Admin Assistants hoping to level up, what types of projects or responsibilities should they volunteer for?

Admin Assistants looking to advance should seek opportunities that showcase leadership, problem-solving, and ownership. Volunteering to manage executive calendars, coordinate leadership meetings, assist with cross-departmental projects, or take the lead on event planning are excellent ways to demonstrate readiness for higher-level responsibilities. A great opportunity is to offer to fill in for an Executive Assistant when they go on leave, as this gives you direct exposure to the scope and pace of EA work while building trust with leadership. The goal is to build visibility and prove you can handle tasks that directly impact the success of members of the executive team.

How important is building a strong relationship with leadership when trying to move into an EA role?

A strong relationship with leadership is absolutely vital for anyone aspiring to become an EA. Since the role requires anticipating the needs of the executive and acting as a trusted partner, establishing credibility, open communication, and mutual respect is key. Many EA roles are filled through networking, and if an executive has gotten to know you and your capabilities, they’re far more likely to offer you a role directly or invite you to interview when an opportunity arises. Leaders are often your biggest advocates, so investing in those relationships can be a direct path to career growth.

What professional development opportunities would you recommend for Admins aiming to become EAs?

I’m a big advocate for microlearning — taking small, focused steps to build the skills you need for your next role. Start by identifying the skills required for the type of EA role you aspire to, assess where you are now, and then actively work on filling in the gaps through targeted courses, resources, or mentorship. Prioritize development in areas like advanced calendar management, project coordination, communication, and tech tools. Most importantly, don’t wait until you have 100% of the qualifications or skills before going after a role. The ability to learn on the job is incredibly valuable and shouldn’t be underestimated.

Are there common mistakes Admin Assistants make when trying to position themselves for a promotion?

One common mistake is waiting to be noticed rather than actively demonstrating value. Admins sometimes assume that consistently doing their current role well is enough, but to earn a promotion, it’s crucial to show initiative and leadership potential. Another pitfall is not communicating career aspirations clearly. Leaders need to know you’re interested in growing so they can help support your development. My number one piece of advice for work and life is: “Unspoken expectations are premeditated resentments.” If you want more, ask for more. Don’t assume others know what you’re aiming for — make your goals visible.

What advice do you have for Admin Assistants who want to demonstrate their readiness for an EA role, even if their company doesn’t have a clear promotion path?

If there’s no formal path, focus on creating your own opportunities. Take on tasks that align with EA-level responsibilities, document your successes, and share your impact with decision-makers and leaders in your business. Building relationships across the organization, seeking feedback, and continuing to develop your skills will ensure you’re well-positioned for future opportunities — whether that’s within your current company or beyond.