Paragraph by paragraph
I am applying to be Executive Assistant to the Group Chief Executive at Aviva. I have supported senior bankers since 2018, first at JP Morgan and since 2021 at Goldman Sachs, where I work for a Managing Director and three Vice Presidents in the investment banking division.
Who she supports, and at what level
The role is named, then her two banks and the people she supports now. The seniority and number of people she supports tell the reader the size of the job.
Most of my day goes on the diary. My Managing Director travels to more than 15 countries a year, and I plan each trip so the meetings, flights and time zones fit together, with a backup for any leg that could go wrong.
The diary, shown through one habit
Fifteen countries a year tells the reader how complex the diary is. The backup for every leg is a small, practical detail that sounds like someone who has done it.
I also prepare board presentations and confidential correspondence, and I organise our quarterly town halls and client events for up to 300 people. On live transactions I am often on the insider list, and I am used to keeping what I know to myself, including from colleagues on the same floor.
Confidential work, described safely
Board papers and events show range. The insider list line shows she understands the rules around inside information while naming nothing.
At JP Morgan I supported two Executive Directors looking after more than £500m of client assets. I rebuilt their expense process, and claims that used to take five days to approve were approved within 24 hours.
A process she improved
The expense change is a measurable result, and the asset figure gives the scale of the team she supported. Both come straight from her CV.
I would now like to support one executive across a whole company, with everything that involves, from the board cycle to the people side, and a group as broad as Aviva would give me that. My notice period is one month.
Why she wants the move
She gives a reason she wants this kind of role. The notice period is the last practical question, answered in a few words.
Writing about confidential work
Executive assistants see a great deal of confidential information. The letter needs to show you handle it well, so describe the work without naming anything.
- Say the type, not the detail: "board papers", "live M&A transactions" or "senior hires" are enough.
- Insider lists: under Article 18 of UK MAR, listed companies and anyone acting on their behalf, such as banks and advisers, must keep lists of people with access to inside information. If you have been on them, it is fair to say so in general terms.
- Data protection: since 1 January 2021 the UK has had its own version of the GDPR, known as the UK GDPR. If your CV says "GDPR", either term is understood, but UK GDPR is the accurate one for UK work.
- No names: not clients, not deals, and not the people whose diaries you run, unless they are already public about it.
What to send a PA and EA recruiter
Senior EA roles are often filled through specialist recruiters, who pass a short summary to the client first. This version is written to be forwarded as it is.
Show the scope of your support
"Supported senior executives" could mean one diary or the running of an office. Give the reader enough to judge the size of the job.
| Part of the job | What to say |
|---|---|
| Principals | How many people, their level and whether you support them together or one at a time. |
| Diary and travel | How complex it is: countries, time zones, how often plans change. |
| Board and committees | Whether you prepare papers, take minutes or run the board cycle. |
| Events | Size and type, such as town halls for 300 or client dinners for 20. |
| Process and money | Expenses, budgets or invoices you look after, and anything you improved. |
Other executive support roles, other first lines
Moving up from PA
Show the moments you already work at EA level, such as board papers or a principal’s travel.
I have been PA to our Finance Director for three years, and for the last year I have also prepared the papers for our monthly board meeting.
Supporting a team
Give the number of people and how you divide your time between them.
I support a leadership team of five, and I run their shared calendar so the weekly meeting and each person’s travel never clash.
Personal assistant to a private individual
Show discretion and range: households, travel, staff and suppliers.
For four years I have run the diary, travel and household staff for a family office client, often across two countries at once.
Chief of staff or business manager
Show the projects you have led as well as the support you gave.
Alongside the diary, I have run our leadership offsite and the follow up on every action from it for the last two years.
Returning after a break
Say what you have done to stay current and what you are looking for now.
After three years at home with my children I am returning to executive support, and I have spent this autumn refreshing my skills in Microsoft 365 and Teams.
Moving between sectors as an EA
EA skills carry across sectors well, but the reader will want to know you understand what is different.
- Banking to a company: the pace is similar, but the work runs on the board and committee calendar, with more internal people to manage.
- Into a charity or the public sector: expect trustees or ministers, freedom of information rules in public bodies, and tighter budgets for travel and events.
- Into a start up: you may cover office management, recruitment admin and the founder's personal admin as well.
Give one reason you want the change, and make it about the new role.
Where executive assistant letters go wrong
Naming clients or deals
It tells the reader you would talk about their business too.
Describe the type of work only.
"Supported senior executives"
Without the number and level of people, the reader can’t judge the job.
Say who you support and what that involves.
A list of software
Every EA uses Outlook and Teams, so listing them doesn’t help.
Mention a system only if the job advert does.
Adjectives about discretion
"Highly discreet" is what everyone writes.
Show it, for example through insider lists or board work.
Length, tone and who reads it
- Length: one page, under 250 words. Sarah's is about 225, which suits a reader whose own diary is full.
- Tone: calm and exact. The letter is a sample of how you would write on your principal's behalf.
- Who reads it: often a chief of staff, an HR partner or the executive's current EA, so write for someone who knows the job well.
- Proofreading: read it twice. An EA's letter is expected to be perfect.
The main points from this page
- 1Say who you support and at what level.
- 2Show confidentiality by naming nothing.
- 3Give one process you improved, with numbers.
- 4Give a reason to want the new role.
- 5Keep the letter short and exact.
Frequently asked questions
What should an executive assistant cover letter include?
The role, who you support now and at what level, the main parts of your work, one result with numbers, how you handle confidential information and why you want this role.
How do I show discretion in a cover letter?
By naming nothing. Describe the type of confidential work, such as board papers or live transactions, and leave out clients, deals and people.
Should I mention insider lists?
If you have been on them, a short general mention is fine. It shows you have worked under the rules for inside information.
What is the difference between a PA and an executive assistant?
Titles vary, but an EA usually supports one or more senior executives across their whole working life, including board work and projects, while a PA role is often narrower.
How long should an executive assistant cover letter be?
One page and under 250 words. Recruiters often forward a shorter summary first.