Understanding the Role of Executive Assistant vs. Administrative Assistant

When considering a career in administrative support, understanding the differences between executive assistants (EAs) and administrative assistants (AAs) is crucial. ASAP’s State of the Profession Report 2024 reveals that administrative professionals often juggle 21 different tasks on average, and job titles often fail to capture the wide variety of tasks each role encompasses. 

Both EAs and AAs contribute significantly to organizational success, yet their responsibilities and scope of work can differ substantially depending on the organization, industry, and leadership needs. The distinction between an EA and an AA typically comes down to their level of responsibility, alignment with leadership, and the complexity of tasks they manage.

What’s the Difference?

While both EAs and AAs provide administrative support, the key distinction lies in the level of responsibility. AAs typically handle essential, day-to-day operations such as scheduling, correspondence, and team support. Meanwhile, EAs often work closely with leadership, taking on strategic responsibilities that require discretion, problem-solving, and decision-making.

Typical Duties of an Administrative Assistant

AAs play a hands-on role in keeping offices and teams operating smoothly. Many AAs report supporting broader teams rather than a single executive, sometimes up to six or seven individuals, which requires exceptional multi-tasking skills. In sectors like government and nonprofits, tasks might include coordinating departmental meetings, supporting cross-functional projects, and handling sensitive communications.

• Managing calendars and scheduling for multiple team members

• Handling office operations: filing, data entry, and supply management

• Coordinating internal communications and meeting logistics

• Acting as the first point of contact for visitors and inquiries

Typical Duties of an Executive Assistant

On the other hand, EAs more often serve as strategic partners to senior leadership. ASAP’s report highlights that EAs assume a higher number of tasks (an average of 23) compared to AAs, reflecting their increased responsibility. Tasks might involve managing executive schedules across time zones, preparing presentations for board meetings, and coordinating high-level stakeholder communications.

• Managing complex calendars and travel logistics for senior leaders

• Preparing reports, presentations, and executive correspondence

• Coordinating board meetings, donor events, and senior-level engagements

• Acting as a trusted advisor, anticipating leadership needs and offering insights

Hands-On or Strategic Support: Deciding Which Is Right for You

Deciding between an AA or EA role comes down to your preferred working style and career goals:

• AAs thrive in multitasking environments, where teamwork and operational support are critical. It’s an ideal role for those entering the administrative profession.

• EAs enjoy strategic involvement, working directly with leadership to influence outcomes and drive projects

The 2024 State of the Profession survey also shows opportunities for growth: many professionals move from AA roles into EA positions by developing new skills. On average, administrative professionals report acquiring six to seven new skills annually, such as project management, critical thinking, and leadership.

Growing from Administrative Assistant to Executive Assistant

For those looking to transition from an Administrative Assistant to an Executive Assistant role, consider these steps:

• Develop leadership skills. Take on tasks that involve decision-making or team coordination.

• Gain project management experience. Volunteer to manage events or initiatives in your current role.

• Learn from mentors. Connect with experienced EAs to understand their role and responsibilities.

Take the Next Step in Your Administrative Career

Understanding the differences between executive assistants and administrative assistants is the first step in aligning your career with your strengths. Whether you prefer a hands-on role or enjoy strategic problem-solving, both paths offer exciting opportunities for growth.

Download ASAP’s free how-to guide, Succeeding as a New Administrative Assistant, to learn how to stand out and achieve your goals. Or, if you’re looking for career advice first-hand from current admins, join our online community: the ASAP Circle!