How To Write an Executive Assistant Cover Letter (Skills And Tips)

To improve your chances of landing an executive assistant role, reviewing resume samples can help you gain a clearer sense of how to format and write these important documents. In this article, we describe the role of an executive assistant, list important skills required for the role and provide tips for writing an executive assistant cover letter.

What is an executive assistant?

An executive assistant is a type of administrative professional who supports one or several top executives within an organization. The position is commonly available in any environment where high-level managers operate, such as corporations, government agencies, medical facilities and academic institutions. The tasks of an executive assistant include answering phone calls, welcoming and receiving visitors, arranging schedules and calls, handling correspondence, and proofreading documents. They commonly perform higher-level tasks as well, such as conducting research, writing reports, supervising staff and training employees. Read more: Learn About Being an Executive Assistant

Executive assistant cover letter skills

When you're applying for an executive assistant position, you can improve your candidacy by mentioning important skills in your executive assistant cover letter. The following are some of the competencies an executive assistant should have:

Technical skills

Technical skills refer to the abilities required to perform practical tasks. For executive assistants, these tasks include writing reports and correspondence, scheduling meetings or appointments and arranging timetables. Therefore, you must possess technical skills such as typing and proficiency with common digital office tool, including word processors, spreadsheets and calendars.

Communication

As an executive assistant, you can expect to perform a variety of communication-based tasks, such as writing correspondences and reports, relaying messages to and from staff and even advising an executive on certain decisions. With strong communication skills, you're more likely to get across your meaning and avoid misinterpretations. Effective communication also involves asking questions to confirm that you have understood the other person correctly. Related: How To Foster Effective Communication in the Workplace

Attention to detail

This type of careful focus is important for catching mistakes before they become serious problems. When scheduling a meeting, for example, you may notice that the requested meeting time interferes with another important event in an executive's agenda. Noticing such a fine detail not only prevents a potential dilemma but also helps to convey professionalism on the executive's behalf.

Problem-solving

Executives are responsible for addressing any obstacles that could impede their organization's progress. Often, an executive may ask for an executive assistant's insight into a matter to help devise a solution to a particular problem. In these circumstances, the assistant would benefit from having keen problem-solving abilities so they can advise the executive effectively.

Organization

An organized person is capable of thinking and acting systematically. They often have a logically arranged workspace and keep track of details by an easy-to-understand method. Being organized typically facilitates the timely and accurate completion of tasks, which is essential for executive assistants if they are to keep leaders on course with a regularly shifting series of duties.

Time management

It's common for executive assistants to handle a large number of tasks on a given day. They are also responsible for an executive's time, making sure that they address all of their obligations. Therefore, having strong time management skills helps to ensure that both the assistant and the organization's leadership complete their tasks promptly. Related: 5 Key Tips for Improving Your Time Management Skills

Initiative

If you have initiative, you can analyze a situation and take the required action without being directed to do so. Often, an executive assistant sees and understands what actions are necessary even before an executive does. In such cases, addressing the issue using your initiative can improve the efficiency of operations and prevent potential problems in the future. Related: Initiative Skills in the Workplace

Interpersonal skills

Professional interactions are an important part of an executive assistant's job. They often greet people who come to meet with an executive or call into the office, creating the first impression that the executive makes. It's also not uncommon for executives to delegate assistants to network with professionals within an industry. Strong interpersonal skills help to ensure these professionals receive you kindly and think positively about your employer. Related: Interpersonal Skills: Definitions and Examples

Executive assistant cover letter tips

When it's time to write your executive assistant cover letter, consider the tips below to improve its quality and effectiveness:

Tailor your letter to the job

Tailoring your executive assistant cover letter to the job means writing content that relates directly to the position for which you're applying. This is a best practice that can improve your candidacy since it explicitly shows the hiring manager how you're suitable for the role. To tailor your letter effectively, begin by reviewing the job description. Take particular note of the requirements, skills and duties. Highlight what you think are the listing's keywords and use these terms in your cover letter. Related: How To Write a Cover Letter (With Examples and Tips)

Address the hiring manager

There are a couple of excellent reasons to find the hiring manager's name before you begin writing your executive assistant cover letter. Addressing the hiring manager adds a personal touch to your letter and shows you've taken the time and effort to truly tailor the letter to their specific organization. It can also serve as a demonstration of good research skills. If you can't find the hiring manager's name, you can simply address them as "Hiring Manager" in the salutation line. Related: 10 Ways To Find the Name of a Hiring Manager (With Examples)

Highlight relevant skills

Job posts for executive assistants typically list a large number of required skills, and it wouldn't be sensible to include all of them in the limited space of your executive assistant cover letter. Instead, determine which skills you think are the most important for the role and focus on those. Aim for three or four key skills and discuss them across one to three paragraphs. Related: Employability Skills: 10 Examples of Skills Companies Value

Provide specific examples

In an executive assistant cover letter, you promote your qualifications and try to persuade the hiring manager why you are an asset to their organization. If you have substantial experience already, think back on your career and provide examples of previous achievements that emphasize why you are perfect for the role. If you lack experience, try to relate your qualifications from a similar support-based role to the position you want.

Create a strong conclusion

By writing a strong conclusion, you can improve your chances of leaving a lasting impression on the hiring manager. In it, thank the hiring manager for their time and reiterate some of the key points of your executive assistant cover letter, including your enthusiasm about the opportunity and your belief that you'd be an excellent fit for the role. Finish with a call to action that suggests you would like to hear back from the hiring manager, referring to the contact information you've provided at the top of your cover letter. Related: How To Write an Essay Conclusion (With Examples)