Last Updated 11/9/2023
While you may not have heard the term C-Level before, most people are familiar with the positions this phrase encompasses, including a company’s CEO and COO. But what is a C-Level executive assistant?
A C-Level executive assistant supports a CEO and other executive committee members. C-Level assistants are a company’s most skilled and highly paid administrative staff. In larger organizations, a C-Level assistant may oversee a team of lower-level assistants.
Does this sound like the job for you? This post includes everything you need to know about becoming a C-Level executive assistant, including the primary responsibilities and critical skills.
What is a C-Level Employee?
C-Level, or C-Suite, describes the highest-ranking executives within an organization. The “c” stands for “chief.” These executives are generally responsible for an entire department or business unit.
C-Level executive roles include:
- Chief Executive Officer (CEO). The highest-ranking executive in an organization. Usually, the company’s public face and makes major corporate decisions.
- Chief Operating Officer (COO). Oversees the organization’s day-to-day operations.
- Chief Financial Officer (CFO). Responsible for a company’s financial operations.
- Chief Marketing Officer (CMO). In charge of marketing and advertising strategies.
- Chief Information Officer (CIO). Responsible for an organization’s information technology initiatives.
These C-Level executives are the most powerful and influential members of an organization. They are responsible for making high-stakes strategic decisions.
What is a C-Level Executive Assistant?
A C-level assistant is an administrative professional entrusted with supporting a C-level Executive or senior business leader, either within an organization or in their personal business endeavors.
Fundamentally, the role of a C-level executive assistant revolves around assuming day-to-day administrative responsibilities, effectively serving as a crucial support system for the Executive. This not only saves the Executive valuable time but also significantly contributes to maintaining office productivity and efficiency.
Responsibilities of a C-Level Executive Assistant
C-Level executive assistants have various responsibilities, including organizing schedules, screening calls, and managing company-wide projects. The potential duties of an EA are almost endless and can vary notably between companies.
So what is a C-Level executive assistant responsible for in general?
Organizing Calendars and Schedules
As a C-Level EA, one of your primary duties is managing executives’ schedules. This scheduling includes keeping track of their personal and business calendars. You’ll also organize and schedule meetings.
You’ll need to maximize executives’ time by efficiently managing their schedules. Every second of a busy CEO’s day is precious.
Making Travel Arrangements
C-Level executive assistants also make business-related travel arrangements for executives.
Travel planning duties involve:
- Booking flights
- Booking ground transportation
- Booking accommodations
- Organizing business meetings
- Creating detailed travel itineraries
- Submitting expense reports
It will be up to you to arrange the details of an executive’s journey, from printing boarding passes to making dinner reservations.
Screening Calls and Communications
One of the key administrative duties of a C-Level EA is managing an executive’s communication. This management includes filtering and routing calls and emails. You may also need to respond to correspondence on an executive’s behalf.
As a C-Level EA, you’re the gatekeeper to a high-ranking executive’s time. You ensure that only the most urgent requests make it onto their desk.
Managing Executives Contacts
As well as managing their communication, you’ll also manage an executive’s contacts. Remember the scene in “The Devil Wears Prada” when Anne Hathaway studies the book of gala guests so she can whisper their names in Meryl Streep’s ear as she greets them? It’s something like that.
In reality, it’s unlikely you’ll need to memorize the name of every person of importance. But, you’ll need an organized system where you can quickly find essential contacts the moment an executive needs them. You may also complete other networking and relationship-building tasks like sending gifts.
Managing Sensitive Matters with Confidentiality and Discretion
Working alongside the highest-ranking executives means that you’ll be privy to a lot of confidential information. It’s vital that you act with discretion and the executive can trust you with sensitive business matters.
An executive should be able to confide in you, share ideas with you, and even have you attend important meetings on their behalf.
A C-Level EA needs to be a trusted confidant to the C-Suite. Not the office gossip provider.
