There has been much discussion lately about whether there is a shortage of executive assistants. Executive assistants play a critical role in supporting executives and keeping organizations running smoothly. However, some argue that it has become increasingly difficult for companies to find qualified candidates to fill EA roles. In this article, we will explore the key questions around the supposed EA shortage:
Is there really an executive assistant shortage?
Many executives and office managers claim they are experiencing a shortage of skilled EAs. Recruiters also say they are seeing high demand paired with low supply for these roles. However, the data paints a more nuanced picture. The Bureau of Labor Statistics predicts positive job growth for executive assistants through 2026. However, the growth rate is only about 6%, slower than the average for all occupations. This suggests demand is increasing but not exponentially.
Some posit it’s not so much a shortage as difficulties finding candidates with the right mix of qualifications. Executive assistant roles today call for a broader, more advanced skillset. EAs are now responsible for tasks like managing executives’ schedules, travel, expenses, and communications. Strong organization, writing, and planning skills are a must. Technical proficiencies are increasingly required as well, such as being adept with Microsoft Office and enterprise software programs. Candidates who check all these boxes are rare, creating the perception of a talent shortage.
What factors contribute to the perceived shortage?
Several trends in the modern workplacedrive the sentiment that talented EAs are hard to come by:
– **Increased demand** – The hectic, high-pressure roles of executives necessitate quality support from skilled assistants. As upper management takes on more responsibilities, their reliance on EAs also grows.
– **Lack of qualified candidates** – Being an effective EA calls for a uncommon blend of responsiveness, communication abilities, technical faculties, and discretion. Not all administrative professionals or candidates posess these attributes.
– **Low unemployment** – In a tight job market, candidates with in-demand skillsets like those of EAs have their pick of roles. Companies must compete for their talent.
– **Retention challenges** – Long hours and intense pressures lead to high turnover in EA jobs. Replacing departed EAs can be challenging. It’s estimated 25% of EAs leave their jobs each year.
– **Negative perceptions** – Outdated perceptions of the EA role being primarily about Calendar management and typing have damaged interest in the career path. Top candidates may overlook EA roles.
– **Limited training programs** – Few dedicated college degree programs exist to train skilled EAs. On-the-job development is often required instead.
How has the EA role evolved?
The executive assistant job today scarcely resembles the secretarial role of the 1950s and 60s. EAs have taken on major added responsibilities and act as senior advisors to executives. Key drivers of this evolution include:
– **Advancing technology** – Tools like email, mobile devices, cloud software have radically transformed executive support roles. EAs must master these technologies.
– **More complex business environments** – Globalization, matrixed organizations, fast-changing markets, and heavier regulatory burdens make executive leadership much more demanding. EAs help manage the intricacies.
– **Desire for increased productivity** – Executives aim to maximize results and leverage support staff like EAs to optimize efficiency.
– **Greater emphasis on soft skills** – Softer abilities like communication, emotional intelligence, collaboration and flexibility have grown in importance for EAs.
– **More strategic focus** – EAs play a larger role in high-level planning, project management, and strategy implementation versus purely administrative tasks.
What are companies doing to address the shortage?
Firms that rely heavily on executive assistants are using creative approaches to secure talent despite the challenging hiring landscape, such as:
– Offering competitive compensation packages with ample benefits.
– Tapping recruiting firms that specialize in placing EAs.
– Looking to untraditional talent pools like virtual assistant agencies.
– Hiring for potential rather than experience only and providing on-the-job training.
– Developing robust internship programs to build an EA bench.
– Providing clear EA career paths to retain rising talent.
– Automating administrative tasks using AI to reduce workloads.
The Executive Assistant’s Evolving Role
The EA position looks quite different than the secretarial pool era. Today’s EAs take on advanced responsibilities and act as top advisors to executives.
Key Skills for the Modern EA
While administrative chops remain important, the role requires far more today:
– **Project management** – EAs often lead initiatives, coordinate resources, and ensure on-time delivery.
– **Relationship management** – They build rapport with a diverse roster of stakeholders inside and outside the company.
– **Strategic planning** – EAs participate in high-level planning to steer organizational strategy.
– **Business acumen** – Understanding the competitive landscape and industry trends is vital.
– **Communication expertise** – Articulating messages clearly to executives, employees and outside parties is paramount.
– **Technological mastery** – EAs must display proficiency with various platforms and tools to maximize productivity.
– **Multitasking and organization** – Juggling numerous complex responsibilities calls for supreme organizational strengths.
Common EA Duties and Responsibilities
While specific activities vary by company, typical EA responsibilities include:
– Developing appointment schedules and calendars for executives.
– Arranging travel and lodging for business trips.
– Compiling documents and preparatory materials for meetings.
– Taking notes and minutes during meetings.
– Crafting, proofreading and distributing communications on the executive’s behalf.
– Preparing and submitting expense reports.
– Providing polite but firm gatekeeping to the executive’s time.
– Anticipating the executive’s needs and proactively addressing them.
– Undertaking special projects at the executive’s request.
– Interfacing with the executive’s direct reports, company leadership, board members, external partners and high-level stakeholders.
Transition to a Strategic Role
EAs bring far more strategic value to organizations today, evolving from task-focused secretaries to trusted executive advisors. Strategic EA responsibilities include:
– Contributing insights during strategy development based on institutional knowledge.
– Flagging risks, issues and openings for improvement to executives.
– Conducting analyses or research to inform key decisions.
– Identifying and implementing process improvements.
– Ensuring alignment between executives by facilitating communication.
– Managing critical events and special initiatives on the executive’s behalf.
– Representing the executive effectively across the organization.
– Acting as a sounding board, counselor and confidante to the executive.
This upward trajectory of the EA profession has led to substantially expanded spheres of ownership, visibility, compensation and influence.
Why Quality EAs Are in Short Supply
Surging demand for EAs is colliding with a limited talent pool, making quality candidates scarce. Reasons for this supply-demand mismatch include:
1. Widespread Need for Highly Skilled Support
As executives contend with crushing workloads, the assistance of a seasoned EA is a necessity. Their coordinating capacity maximizes executives’ time and productivity. However, well-rounded, experienced EAs are uncommon.
| Year | Number of EAs Employed in U.S. |
|---|---|
| 2010 | 411,880 |
| 2018 | 502,020 |
| Increase | 22% |
2. Demand Outpacing Supply
Demand for EAs surges as executives take on more responsibilities. Yet candidates with wide-ranging capabilities don’t materialize overnight. Employers aggressively compete for a small pool of qualified EAs.
3. Low Unemployment
In a tight labor market, top EAs can be extremely selective. Many companies seek to poach these proven performers with lucrative offers.
4. Talent Development Takes Time
EAs gain required skills only after years of experience. Training programs remain limited. This makes hiring novice EAs risky. Companies seek candidates who can immediately support executives at a high level.
5. High Turnover
Long hours and pressure lead to poor EA retention. Replacing departed EAs can be arduous. Companies often source from competitors rather than develop talent. This churn makes experienced EAs a hot commodity.
6. Negative Perceptions
Outdated views of the EA role being centered on menial tasks diminish interest from high-caliber candidates. Talented prospects pursue other white-collar careers.
7. Lack of Succession Planning
Some companies neglect to groom successors for EA roles. When veteran EAs depart, finding replacements causes disruption. Firms can get caught flat-footed by retirements.
8. Geographic Imbalances
Not unlike nurses, pockets of scarcity exist in certain locations. Major business hubs hungry for EAs make it tougher for smaller markets to attract and retain talent.
Strategies for Hiring Top EAs
While the EA talent pool appears limited, smart hiring methods can secure capable candidates:
Cast a Wide Net
Looking beyond the traditional EA talent pipeline is key. Consider candidates with mixed backgrounds encompassing administrative roles, project coordination, and customer service.
Offer Competitive Pay
Exceptional EAs command higher than typical salaries. Make sure pay bands can attract in-demand talent away from competitors.
Highlight Development Opportunities
Promote training programs and career pathways to incentivize great hires. Top EAs seek constant growth.
Sell Your Company Culture
The work environment and leadership style hugely impact EA engagement. Communicate compelling cultural differentiators.
Streamline the Hiring Process
Lengthy recruiting cycles increase chances of losing candidates. Accelerate screening, interviews and offers.
Build an EA Internship
Groom interested students and early-career pros through a robust EA immersion program.
Promote from Within
Assistants who have already worked in the company often transition smoothly into EA roles.
Partner with Staffing Firms
Recruiters with EA specialization can help uncover and pitch to elusive top performers.
Support Ongoing Development
Investing in continuous learning keeps EAs challenged. Provide conferences, training workshops and external education.
Conclusion
In today’s turbo-charged business climate, accomplished executive assistants provide tremendous value yet are difficult to find. While demand exceeds supply for qualified EAs, companies can take proactive measures to attract and retain these indispensable performers, such as offering competitive pay, prioritizing culture, streamlining hiring practices, expanding recruiting avenues, and emphasizing professional development. With innovative approaches, leaders can build a team of stellar EAs to provide strategic support well into the future.
