WHAT DOES AN EXECUTIVE PERSONAL ASSISTANT DO?
Updated: Jun 12, 2025 - The Executive Personal Assistant manages complex schedules, meetings, and travel while ensuring seamless communication between internal teams, external vendors, and personal commitments. This role involves coordinating executive and personal events, overseeing deadlines, and maintaining the organization of creative assets in both digital and physical formats. The assistant also handles expenses, technical support, and logistical needs to optimize efficiency and workflow.
A Review of Professional Skills and Functions for Executive Personal Assistant
1. Executive Personal Assistant Functions
- Planning: Planning and scheduling meetings, conferences, teleconferences, travel, and trade show attendance.
- Travel Coordination: Provide boarding passes, vouchers, documents, itineraries, and schedules.
- Travel Management: Coordinating travel directly with airlines, setting up transportation and hotel arrangements for individuals or families traveling with the Executive.
- International Travel: Handling international travel and activities.
- Travel Points: Using travel points to plan arrangements.
- Communication: Communicating changes and updates to schedules on a needed basis.
- Tech Skills: Maintaining proficiency with Microsoft Outlook and other apps/tools for the scheduling and coordination of travel and communication.
- Project Management: Managing and implementing various personal and professional assignments, projects, and engagements.
- Vendor Relations: Maintains contacts for vendors, merchants, consultants, and other providers.
- Personal Support: Handling all personal support, activities, and needs of the Executive and his family.
- Expense Tracking: Maintaining and reconciling credit card billing, expenses, and reporting related to executive and personal activities.
- Financial Management: Paying bills, tracking expenses, organizing all aspects of work and personal including files, children’s schedules, handling charity work, charity events.
- Coordination: Scheduling and coordinating with contractors, assisting with errands, caring for pets, etc.
- Research: Assisting with research for family and non-profit events.
2. Executive Personal Assistant Job Description
- Scheduling: Heavy scheduling, travel organization business, and personal.
- Appointment Coordination: Coordinate appointments, business and personal, and email and written correspondence.
- Calendar Management: Manage multiple calendars and schedules to maximize efficiency (personal and business).
- Email and Phone Management: Read, monitor, and respond to the CEO’s emails and phone messages.
- Correspondence Preparation: Take responsibility for the preparation of written correspondence.
- Travel Coordination: Coordinate travel (personal and business).
- Meeting Preparation: Ensure that the CEO, President, and Executive team are prepared for all meetings and calls.
- Expense Management: Take responsibility for the management of expense reports.
- Time Management: Serve as the first in line with other employees concerning the CEO, President, and Executive team’s time.
- Quality Assurance: Ensure all work is done on time and to a high-quality standard.
- Maintenance Scheduling: Schedule maintenance work and home appointments on multiple properties.
- Bill Management: Work with personal bill pay manager to ensure bills are being paid and checks are going out on time.
3. Executive Personal Assistant Overview
- Command Execution: Execute MD English commands about informing/instructing other people (Italy/China office).
- Guest Management: Take responsibility for receiving and dealing with guests.
- Bank Liaison: Deal with bank occasionally (Credit limit/opening new accounts).
- Onboarding: New employee’s digital onboarding.
- Subscription Tracking: Keep track of the Company’s software subscriptions and keep a record on the related chart.
- Office Management: Keep track of the Company’s office rental, billing, office insurance, and BR renewal.
- Database Management: Design and maintain databases and files and retrieve documents and reference materials.
- Research: Conduct internet research and prepare reports.
- Project Coordination: Coordinate project-based work, take care of guidelines, uniforms, pricing, and contracts.
- Event Planning: Organize shop openings, plan and arrange exhibitions worldwide.
- Sample Coordination: Coordinate with office and factory to arrange sample preparation and delivery.
- Travel Management: Arrange business trips and manage bookings (flight/hotel/transportation).
4. Executive Personal Assistant Details and Accountabilities
- Diary Management: Extensive and proactive diary management.
- Travel Coordination: Coordinating complex international business and personal travel, arranging transfers/hotels/taxis, etc., taking into consideration time zones.
- Appointment Scheduling: Arranging necessary lunch and dinner appointments.
- Marketing Coordination: Arranging and executing extensive marketing trips throughout Europe and North America.
- Document Management: Document management– scanning, couriering, and filing, ensuring relevant documentation is signed offshore.
- Communication Management: Fielding and management of phone calls and emails, responding to emails as and when requested by the team.
- Expense Management: Collating monthly expenses for the Admin Assistant to submit.
- Presentation Design: Producing, updating, and editing PowerPoint presentations.
- Team Coordination: Working closely with other EAs to ensure the smooth running of team schedules.
- Covering for EAs: Provide cover for EAs as and when necessary concerning holiday and sickness absence.
- Healthcare Management: Deal and manage healthcare claims through BUPA.
- Personal Scheduling: Personal work, scheduling school holidays/appointments/events, dinner reservations, ad hoc tasks, ensuring diary is managed on both a business and personal level for the CFO.
- Audit Coordination: Working with the auditors to schedule annual audit meetings/calls/inspections for the finance team.
- Compliance Coordination: Acting as a coordinator between the CFO and Head of Compliance.
5. Executive Personal Assistant Tasks
- Personal Assistance: Serve as a Personal Assistant to the Board of Directors, including organizing meetings and appointments.
- Office Management: Ensure excellent working conditions in the office, including coordination of routine maintenance, mail receipt, office supplies and equipment, staff health and safety procedures, and other matters enabling smooth day-to-day operations.
- Vendor Liaison: Liaise with facility management vendors, including cleaning, catering, and others.
- Access Control: Manage access lists controlling the availability of the office to staff and non-employee visitors, as well as providing general support to visitors.
- Global Coordination: Liaise with office managers and administrative assistants of other company offices globally.
- Budget Management: Manage the office's monthly budget, maintain the database, and reference resources about office operations and staff.
- Event Planning: Plan on- and/or off-site activities, including social events, meetings, etc.
- HR Collaboration: Partner with the HR Department to maintain and promulgate office policies and to assist in the onboarding process for new hires locally and regionally.
- Leave Management: Monitor annual leaves.
- Meeting Coordination: Support the management team with arranging meetings and booking flights and accommodations.
- Shipping and Receiving: Handle shipping and receive, distribute packages, and mail.
- Security Management: Help manage office security and create employee access badges.
- Proactive Maintenance: Anticipate office needs and be proactive about fulfilling them (repairs, furniture upkeep).
- Facility Maintenance: Ensure power, lights, AC, and pantry equipment are in proper working condition.
6. Executive Personal Assistant Additional Details
- Project Management: Manage and implement various personal and professional assignments, projects, and engagements.
- Vendor Liaison: Acts as a liaison between contacts for vendors, merchants, consultants, and other providers.
- Personal Support: Handle all personal support, activities, and needs of the family.
- Scheduling: Oversee scheduling, including arranging accommodations and travel and managing itineraries.
- Bill Management: Manage and pay all personal bills including credit cards, rent and utilities for multiple properties, personal insurance, health care, attorney bills, BOO (accountant), and any additional miscellaneous bills.
- Fund Transfers: Responsible for coordinating wire transfers and the transfer of funds.
- Ticket Management: Manage the family's 76ers/Eagles tickets and payments, etc.
- Customer Service: Provides excellent customer service for vendors, consultants, and contractors.
- Mail Management: Responsible for mail collection in the office and distribution UPS/FedEx packages.
- Calendar Management: Organize and manage calendars, including scheduling meetings.
- Confidential Correspondence: Preparing confidential correspondence.
- Clerical Duties: Perform general clerical duties, including photocopying, faxing, mailing, and filing.
- Supply Management: Manages the weekly office supplies order.
- Household Management: Manage household tasks and personal projects and run personal errands.
7. Executive Personal Assistant Essential Functions
- Calendar Management: Organize calendar and manage Founder/CD’s personal and complex work schedule including internal partner meetings, external vendor and family meetings, events, travel, etc.
- Need Prioritization: Ensure day-to-day needs are being met.
- Project Management: Prioritize conflicting needs, handle matters proactively, and follow through on the completion of projects successfully.
- Event Coordination: Schedule and manage executive and personal events throughout the year.
- Briefing: Daily briefing on upcoming meetings and communication between Founder/CD and cross-functional partners to ensure seamless scheduling is met.
- Deadline Management: Keep Founder/CD abreast of deadlines and not be afraid to be stern to ensure deadlines are met.
- Executive Assistance: Assist other C-suite Executives.
- Asset Management: Manage, organize, and safeguard the asset library of creative materials – both digital and physical.
- Communication: Drive communication between Founder/CD, external vendors, and cross-functional partners for design and sketch meetings, photoshoot style outs, retail store openings, and any other company initiatives.
- Expense Management: Proactively manage weekly expenses on company and personal cards.
- Payment Management: Organizing payments and profiles, reminders.
- Technical Assistance: Assist with any technical needs.
- Purchasing Support: Support in the purchasing and returning of samples, accessories, shoes, etc.
8. Executive Personal Assistant Role Purpose
- Travel Management: Book and manage executive and personal travel and create travel profiles for airlines, hotels, etc.
- Reservation Management: Book dinner reservations for spa, yoga, and massage appointments.
- Appointment Scheduling: Dr./Dentist appointments for Founder/CD and family.
- Event Coordination: Help organize and plan executive and personal events throughout the year, including but not limited to coordination, vendor management, and cross-functional communication.
- Meal Coordination: Organize and order lunch for key meetings or personal events.
- Bi-Coastal Scheduling: Support in bi-coastal scheduling of vendors for executive and personal needs (i.e., scheduling deliveries in NYC, coordinating housekeeper, managing installations).
- Product Order Management: Ensure Founder/CD places personal product orders by deadlines – follow through on the delivery and fitting of products to ensure she has a current wardrobe on a seasonal basis.
- Gift Sourcing: Source, select, and send gifts and flowers for birthdays and when requested.
- Paperwork Management: Manage all forms/paperwork for enrollment of schools, camps, visas when needed for traveling, when the passport expires, and car registration and tag.
- Office Assistance: Assist with office management, order a few supplies, etc.
- Home Organization: Assist when needed with some home organizing.
- Project Pricing: Price things out for various projects (getting multiple quotes).