You may feel overwhelmed if you need to hire an executive assistant (EA) for a Chief Executive Officer (CEO) or a Chief Operating Officer (COO). After all, these top company executives have many responsibilities, and finding someone to assist them is undoubtedly an arduous task, right? If you’re creating a list of required and preferred skills for a job description, this article is for you.
Project management skills required for executive assistants to COOs and executive assistants for CEOs are similar, but these two officers have different areas of responsibility so there can be variation.
At C-Suite Assistants, as our name suggests, our expertise is finding perfect administrative talent matches for your organization’s C-suite with our personalized CEO and COO assistant staffing services.
Crucial Executive Assistant to COO Skills
Executive assistants to COOs need to be highly organized, excellent communicators, and experts in time management. They must also be able to multitask, be effective problem solvers and possess strong interpersonal abilities all while paying close attention to detail and being adaptable to changing plans and priorities
Specifically, an executive assistant for COO professionals must be able to:
- Manage calendars, schedule meetings, and prevent conflicts
- Identify crucial tasks and prioritize based on urgency
- Manage project timelines, track progress, and address delays
- Delegate responsibilities to appropriate team members
- Communicate effectively to all company stakeholders
- Build relationships with internal stakeholders and manage expectations
- Identify problems early and propose solutions
- Monitor and track expenses
Most of the above responsibilities and abilities can require use of many project management applications such as Microsoft Project, Trello, or Asana. These are only a few of many. Others could include:
- GanttPro
- Teamwork
- Wrike
- Zoho Projects
- Celoxsis
- ProofHub
- Monday.com
Each company and teams within companies may use different project management software depending on their size, industry and function. For example, PC magazine has a useful ranking of the top project management platforms based on various criteria. In a perfect world, you can find someone familiar with the necessary software required, but if not, it’s critical to find an EA who is adept at learning new applications and systems. In today’s business world, change is a constant, so this kind of aptitude and flexibility is key, especially in fast growing businesses.
Even once you bring your EA on board, there is always room for improvement and learning. Providing your EA with educational support and training in project management regardless of the software application is another very important. Among the resources available to help EAs perfect their project management abilities are courses offered by organizations such as the American Society of Administrative Professionals.
Essential Executive Assistant to CEO Skills
A CEO’s EA must have the same proficiencies as the COO’s EA. However, they must also have professional discretion and confidentiality, as they’ll likely be privy to sensitive company information. They must be a team player and able to collaborate effectively with many different types of people in the company.
An executive assistant for the CEO’s job description will likely include additional tasks such as detailed project tracking, communicating project updates, and building strong relationships with outside stakeholders. They must also provide clear, concise reports to the CEO.
Differences in Skill Sets Between EAs for COOs and EAs for CEOs
A COO’s EA must be exceptionally well organized, meticulously attentive to detail, and operationally oriented so the COO can function in the most efficient way possible. They must assist the COO in managing all of the company’s daily operational details. Without efficient and successful operations the COO cannot effectively support the strategy and vision of the CEO or Founder.
A CEO’s EA must be able to support the CEO in much the same way the EA to the COO supports the COO, however they have additional responsibilities often requiring different skills and experience. The biggest differentiator is that an EA to the CEO may often be a first point of contact with parties outside the organization. They also will likely be more involved in activities supporting strategic planning for the entire business and may deal frequently with other entities such as investors in their interactions with the CEO. The COO assistant concentrates on operational efficiency, data analysis, and team coordination. A CEO assistant focuses more on external relations and “big picture” issues.
Find an Ideal EA for a COO or CEO
It is vitally important to identify the right profile for each position and then identify the top candidates. With decades of experience in these roles, C-Suite Assistants can help streamline and simplify the process. Our highly experienced recruiters and our nationwide network of highly skilled executive assistants catalyzes the search process and improves the speed and depth of candidate identification.
At C-Suite Assistants, we work closely with small to mid-sized companies and startups, as well as larger firms, to help them find the best, most perfectly matched talent to assist with project management. Some businesses may not have a formal COO and project management may be spread across the organizational structure among other C-level executives. Regardless, the ability of an EA to support an executive’s project management efforts is essential for efficiency and sustainable growth. We customize our recruitment services to fit your organization’s unique needs to make your business more efficient and successful.
Find and hire the most suitable, professional, and talented executive assistant through C-Suite Assistants. Reach out to our executive assistant recruiters today for more information.
