Introduction:

Welcome. You're reading a transcript on Links at Bain and Gray, a catalogue of podcasts centred on all things business support in the workplace. Our aim is to bring you interesting and relevant content that will keep you up to date and thriving in your role.

Tray: Welcome to Links Bitesize. I’m Tray Durrant, and I’m joined today by—

Emily: Emily Bain.

Tray: Today we’re talking about the difference between a Personal Assistant (PA) and an Executive Assistant (EA). While it might seem obvious, we’ve found the lines between the two are increasingly blurred, and terminology can vary greatly across organisations.

The Difference Between EA and PA

Emily: Yes, and I’m really excited about this topic because we get asked about it all the time, especially by companies. The problem is, there’s no universal definition. Job titles and responsibilities can differ wildly depending on the organisation.

That said, with over 25 years of experience in the industry, I’d say this: a PA typically provides administrative support, while an EA acts more as a business partner. Both roles can overlap significantly, but the core difference usually lies in the level of responsibility, especially in terms of involvement in business decisions and strategic support.

Hierarchy and Responsibilities of a EA and PA

Tray: So would you say the EA role carries more responsibility on behalf of the executive?

Emily: Exactly. And in terms of hierarchy, the PA is generally seen as more junior to the EA, though this can vary between organisations.

Tray: Right. Let’s explore that EA role a bit more. How much does it overlap with the executive’s own responsibilities?

Emily: A lot, actually. A PA handles classic administrative tasks: diary management, calls, expenses, travel arrangements. An EA often does all of that and more: project work, involvement in strategy, decision-making, and sometimes even stepping in during the executive’s absence. EAs typically support C-suite roles like CEOs or COOs.

EAs as Strategic Partners

Tray: So it’s almost a step up. EAs retain many PA duties but take on added responsibilities?

Emily: Yes, and sometimes there’s a junior PA supporting the EA, especially in complex or high-level roles. EAs often handle business strategy, project management, and relationship building. It’s a more strategic position, and one that’s often one-on-one with an executive, unlike PAs who can be assigned to teams.

Interestingly, if you look at job boards today, you’ll see many more EA roles than PA ones. Ten or twenty years ago, it was the opposite.

Tray: That makes sense. People are more self-sufficient these days with their own admin needs.

Private Sector vs. Corporate Sector

Tray: How do these roles differ in a private household vs. corporate setting?

Emily: Great point. In the corporate world, EA is the dominant title. In private households, PA is more common. That said, even private households now use titles like "Chief of Staff" for more senior roles. But overall, EA is more corporate, and PA leans more towards personal or household roles.

EA and PA Skills Comparison

Tray: Would you say the required skill sets differ greatly between the two?

Emily: Not drastically. A strong EA builds on PA foundations. EAs are likely to have greater business acumen, more strategic thinking, and experience in a specific industry. Both roles demand multitasking and adaptability, but the EA role does require more forward-planning and leadership-oriented soft skills.

How to Progress from PA to EA

Tray: So how does someone move from being a PA to becoming an EA?

Emily: A good organisation will support that transition. Practically, it means staying up-to-date with technical skills, like Microsoft Office, but also developing soft skills such as chairing meetings and managing upwards.

Taking on projects, learning new languages, and showing leadership in your current role can help demonstrate readiness for the next step. And importantly, many people are already acting as EAs without the title to match. That lack of recognition can reflect poorly on both the employee and the executive they support.

Final Thoughts

Tray: So while the lines between PA and EA can be blurred, there are key differences in scope, responsibility, and growth potential.

Emily: Exactly. Hopefully, this conversation has helped clarify where those distinctions lie and how one role can evolve into the other.

Tray: Thanks so much, Emily.

Emily: Pleasure as always, Tray.