Executive assistant job description: UK template

TEMPLATE: Executive Assistant

Job title: Executive Assistant to the [Chief Executive / Managing Director / Founder / Board]
Company: [Company name]
Location: [Office address / Remote, UK / Hybrid, [number] days a week in [town or city]]
Reports to: [Name and job title of the executive]
Contract: [Permanent / Fixed term of [number] months], [full time / part time]
Hours: [number] hours a week, [Monday to Friday], [start time] to [finish time]. [Occasional evening or early work may be needed for [board meetings / international calls], with [time off in lieu / overtime] in return.]
Salary: £[amount] to £[amount] a year, [depending on experience]
Closing date: [date]

About us

[Company name] is a [type of business] based in [location]. We [what you do, in one sentence] for [type of customer]. We are [number] people and our [executive's job title] leads [the business / the leadership team / a specific area].

About the role

As Executive Assistant to our [executive's job title], you will keep their working week organised and make sure their time goes on the work that matters most. You will manage their diary and inbox, prepare them for every meeting, handle confidential matters with discretion and keep projects moving on their behalf.

Key responsibilities

• Manage the [executive's job title]'s diary, scheduling and rescheduling meetings, resolving clashes and protecting time for priority work
• Manage their inbox: sort, prioritise, draft replies and flag anything that needs their decision
• Prepare agendas, briefing notes, papers and presentations for [board meetings / leadership meetings / client meetings]
• Take minutes at [meeting names] and track actions through to completion
• Organise travel, accommodation and itineraries, [including international travel]
• Act as the first point of contact for the [executive's job title], handling calls, requests and visitors professionally
• Coordinate projects and deadlines across [teams or departments], chasing updates and reporting progress
• Handle confidential information and documents in line with our data protection and confidentiality policies
• Process expenses and invoices and keep [budget / spend] records up to date
• Organise [events / offsites / board dinners] as needed
• [Any role-specific duty, for example: manage the executive's personal diary, support recruitment, maintain the CRM]

What we are looking for

Essential:

• Proven experience as an executive assistant, PA or senior administrator [supporting a director or senior manager]
• Excellent written and spoken English, with confident, professional communication at all levels
• Strong organisation: you plan ahead, juggle competing priorities and meet deadlines
• Discretion and sound judgement with confidential information
• Confident use of [Microsoft 365 / Google Workspace], including email, calendar, documents and spreadsheets
• High attention to detail
• [Right to work in the UK]

Desirable:

• Experience in [your sector]
• Experience with [named tools, for example a CRM, project management tool or board portal]
• Minute-taking experience at [board / committee] level
• [A relevant qualification, for example in business administration]
• [Second language, if relevant]

What we offer

• £[amount] to £[amount] a year
• [number] days' holiday plus bank holidays
• [Pension scheme details, for example employer contribution of [percentage]%]
• [Hybrid or remote working arrangements]
• [Training and development, for example professional EA courses]
• [Other benefits]

How to apply

Send your CV and a short covering note explaining why this role suits you to [email address or application link] by [closing date]. Shortlisted candidates will be invited to [a first interview, then a practical exercise and a meeting with the [executive's job title]].

[Company name] is an equal opportunities employer. [Your standard equality and accessibility statement.]