Introduction
A founder does a million things simultaneously: running operations, and growing the business while staying balanced. Sooner or later, he realizes that he can’t possibly do everything alone. This is when the call comes in to bring a hiring help. There’s, however a twist in the process: it has to be either an executive assistant vs administrative assistant.
This decision may not be as simple as one might think it is. With each role carrying different skills, the wrong selection can waste valuable resources. Learn how to make the right call.
Defining an Executive Assistant vs Administrative Assistant
Before knowing who to hire, let’s understand each role. The terms are often used interchangeably, but they’re different in roles.
Executive Assistant:
An executive assistant works directly with high-level executives and founders as a right-hand person. They help you stay on track and focus on the big picture. They are more of a strategic partner to you.
Key Responsibilities:
- Manage your calendar, scheduling high-level meetings.
- Handling sensitive communication on your behalf.
- Assisting with decision-making by researching and preparing reports.
- You will act as a liaison to key stakeholders in your life.
- Strategize and plan on long-term projects
Administrative Assistant:
An AA handles more generalized office tasks and aids a larger group. Their roles are crucial to keeping day-to-day operations functioning.
Important Responsibilities:
- Answering calls and emails.
- Office supplies organization and inventory handling.
- Scheduling appointments and meetings for other members.
- Data entry and general clerical work.
- General office organization.
In a nutshell, whereas an executive assistant works directly to support you, an administrative assistant caters to a team at large.
Executive Assistant Vs Administrative Assistant: Major differences
| Aspect | Executive Assistant (EA) | Administrative Assistant (AA) |
|---|---|---|
| Focus | Strategic support for founders/executives. | General office and team support. |
| Level of Autonomy | High–critical tasks are completed independently. | Moderate – Major duties are specific. |
| Decision Making | Frequently participates in strategic-level decision-making. | Routinely deals with daily operations. |
| Skillset | Project management, problem-solving, and communication. | Organizational and clerical abilities. |
| Scope | Big-picture work at an executive level. | Broader tasks, more team related. |
When to Hire an Executive Assistant
You are buried under high-level responsibilities, such as managing strategic partnerships, preparing presentations, or scheduling crucial investor meetings. An executive assistant can be a lifesaver.
Here are some scenarios where an EA is the better choice:
- Growing fast: When your business is growing, and you need someone to help manage the chaos.
- Doing many things together: You may be spending all your time juggling meetings when you could focus on building the business plan.
- You’re burned out. An executive assistant can help by managing critical pieces of your work life, mentally and physically lifting the load for you.
This means hiring an executive assistant and allowing yourself time to handle all those tasks and activities,a founder can do.
When Should Founders Hire an Administrative Assistant?
An administrative assistant is ideal if your company needs help managing everyday tasks that keep the office running. If you’re losing hours to scheduling team meetings, answering calls, or ordering office supplies, it’s probably time to bring in an AA.
You should hire an AA if:
- Your office operations are a mess: When the day-to-day activities of, say, scheduling or documentation fall between the cracks.
- You need a jack-of-all-trades: To handle various tasks with little or no need to make decisions.
- Your support staff is bogged down in clerical-type work: Your employees are performing tasks that should be their support roles.
An administrative assistant will keep the day-to-day running of the business, so your staff can get on with the main event.
So, Who Should You Hire First?
Here’s the bottom line:
- If you have too much going on at high levels and someone to share those decisions with is what you’re looking for, hire an executive assistant.
- If your office or team is overwhelmed with admin work and needs to do the small stuff, appoint an administrative assistant.
However, many founders find that hiring an executive assistant first can be more beneficial in the long run. Why? Because an EA can take care of strategic and administrative tasks until you’re ready to expand your team. They’re versatile enough to juggle multiple hats, which makes them an asset, especially for startups.
Tips for Hiring the Right Assistant
Regardless of the position you put first, here are some guidelines to ensure you hire the right person for the job:
- Clearly define the role: Specify your needs of the daily responsibilities and long-term expectations.
- Assess their skills: Someone with relevant experience who can adapt well to your business needs.
- Conduct a trial period: A short trial may help you assess whether they would be a good fit.
Use the right hiring platforms: Platforms like Tasks Expert find highly qualified assistants for both roles easily.
Conclusion
Choosing between an executive assistant vs administrative associate depends on your business needs. If looking to offload high-level, strategic responsibilities, an executive assistant is the way to go. But if your team is drowning in routine work, go for an administrative associate.
In short, the right assistant makes all the difference in the way you run your business. So take the leap, define your needs, and hire the support you deserve!
Ready to find your perfect assistant? Check out Tasks Expert for premium talents today!
Frequently Asked Questions
Yes, especially in the early stages of your business. Many executive assistants handle administrative tasks, making them a more versatile option.
Generally speaking, EAs are more compensated because of their expertise. However, the value they offer is more than the differential, particularly for founders.
You are doing amazing; however, too much time is being spent on administrative instead of strategic growth and it’s time to hire some help.
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