A guide to the EA role at a startup vs. an established company

A quick guide to how the role differs across environments

1. Differences in Environment and Approach

• Startup Environment: In a startup, the executive assistant (EA) role often requires more flexibility and agility. The company is still growing and evolving, so an EA in a startup might wear many hats. This could mean taking on tasks beyond traditional administrative work, such as project management, HR tasks, or even marketing support. Startup EAs need to be adaptable and comfortable with ambiguity, as priorities may shift quickly, and there are often fewer structured processes in place.
• Established Company Environment: In contrast, an established company usually has more defined roles and processes. The EA in this setting might focus more on optimizing efficiency and managing the day-to-day operational flow. There’s likely a clearer separation of responsibilities, and the assistant’s duties may be more specialized. An EA here may spend more time managing executive calendars, coordinating complex travel logistics, and acting as a liaison between departments, with less involvement in startup-like hands-on tasks.

2. Approach to Tasks and Responsibilities

• In a Startup: EAs often act as “problem solvers” and may need to anticipate the needs of the business and the executive at a fast pace. Since startups are smaller and more fluid, the EA may have more direct access to the CEO and take on a broader range of activities, from organizing investor meetings to helping plan company strategy sessions. This calls for a proactive mindset where you’re constantly evolving your role based on the immediate needs of the company.
• In an Established Company: The focus for an EA might be more on streamlining processes and maintaining order in a fast-paced but more predictable environment. Your role may involve managing established workflows, such as scheduling, communication, and travel logistics. Established companies often have set systems for approvals, hierarchy, and communication, so efficiency and attention to detail are crucial.

3. Executive Personality and Stage

• Startup Executives: Startup executives are often in the growth or scaling stage of their business, meaning they tend to be more hands-on and involved in day-to-day operations. They’re likely to value quick execution, innovation, and versatility. This executive might prefer an EA who can pivot quickly, take initiative, and not be afraid to challenge ideas or present new solutions.
• Established Company Executives: Executives in established companies may have a more strategic, long-term view of the business. Their priorities often revolve around sustaining and optimizing rather than building from scratch. They may value an EA who is highly organized, detail-oriented, and able to manage complex schedules and projects with minimal guidance. Their focus might be more on efficiency and precision.
  

Startup Lexicon

Agile: A project management methodology that promotes continuous improvement and flexibility. Agile practices are common in tech startups, and understanding them can help when managing project timelines.

Benchmarking: The process of comparing a company’s performance or processes to industry standards or best practices. An important term for understanding strategic goals.

Board of Directors: A group of individuals elected to represent shareholders and oversee company management. EAs often manage communication and meetings with the board.

Burn Rate: The rate at which a startup spends capital before generating profits. EAs might need to track this when coordinating budgeting tasks.

Business Case: A documented argument outlining why a specific project or investment is a good idea, often prepared before major initiatives.

Business Continuity Plan (BCP): A strategy that outlines how a business will continue operating during an unplanned disruption. You might assist in developing or managing these processes.

C-Suite: Refers to the company’s top executives, such as the CEO (Chief Executive Officer), COO (Chief Operating Officer), CFO (Chief Financial Officer), and others with "Chief" in their title.

CRM (Customer Relationship Management): Software used to manage a company’s interactions with current and potential customers. An EA may need to interact with CRM tools like Salesforce.

Cross-functional Teams: Teams made up of people from different departments (e.g., marketing, finance, product development) working towards a common goal. EAs might coordinate meetings or communications between these teams in both environments.

Due Diligence: A comprehensive appraisal of a business undertaken by a prospective buyer, typically before an acquisition or investment. EAs might assist in coordinating these activities.

KPI (Key Performance Indicator): A measurable value that shows how effectively a company is achieving its business objectives. EAs may track KPIs for meetings or reports.

Lean Methodology: A systematic method for waste minimization within a company’s manufacturing or operational processes, without sacrificing productivity. Often referenced in startups focused on efficiency.

NDAs (Non-Disclosure Agreements): Legal contracts that protect confidential information. EAs frequently help manage NDAs between executives and external parties.

OKRs (Objectives and Key Results): A goal-setting framework used to define measurable goals and track their outcomes. Popular in startups and increasingly used in larger companies.

P&L (Profit and Loss Statement): A financial document that summarizes revenues, costs, and expenses over a specific period. Understanding this term is helpful when dealing with executive-level reporting.

Pivot: Changing strategy or focus quickly in response to market or company needs. Common in startups where agility is key.

Quarterly Business Review (QBR): A quarterly meeting where a company reviews performance, often discussing strategy, results, and future planning. EAs often help organize these meetings.

ROI (Return on Investment): A performance measure used to evaluate the efficiency of an investment or to compare the efficiency of different investments. Often discussed in executive-level meetings.

Scaling: The process of growing a company, typically when a startup is moving from a small operation to a larger, more sustainable business.

Stakeholder Management: The process of maintaining good relationships with the people or groups who have an interest in the company’s success (e.g., employees, investors, clients).

Strategic Initiative: A carefully planned project or effort that is aligned with the company’s long-term goals. EAs may help coordinate and track these initiatives.