Project Manager vs. Executive Assistant: Who Fuels Business Results?

When comparing a project manager vs. executive assistant, it’s clear both roles are valuable in driving results — but in different ways.

Executive assistants (EAs) are essential partners to leadership. They manage schedules, handle communications, and streamline priorities so you can invest your energy in high-impact work. Project managers (PMs), on the other hand, guide initiatives from conception to completion. It’s a PM’s responsibility to coordinate teams, timelines, and resources so every project achieves its objectives.

Recognizing the differences between these two roles helps you leverage their skills effectively. Explore their unique contributions to learn when each one can add value to your business.

Executive Assistant: Role, Responsibilities, and Skills

EAs are high-level professionals who work closely with CEOs, entrepreneurs, and seniors managers. EA skills go beyond administrative duties — they can include a range of complex tasks that are vital to company operations, from project coordination and calendar management to logistics and workflow optimization. 

Their proactive approach lets EAs anticipate needs and navigate shifting priorities. They handle the details and provide seamless support, enabling leaders to focus on strategy and innovation that fuel business growth.

If you want a skilled EA to elevate the way you work, consider hiring an Athena Assistant. They receive ongoing training from expert coaches, so they can evolve and grow with your business. 

Project Manager: Role, Responsibilities, and Skills

A project manager is at the helm of all project phases, from planning through to execution. They help define goals, allocate resources, and manage deadlines throughout the project’s lifecycle. 

PMs proactively identify and address potential risks — like staff shortages and technical issues — to keep projects on budget and on schedule. They also facilitate communication and cross-functional collaboration to keep all teams and stakeholders on the same page. Some organizations have a dedicated administrative project manager to handle scheduling, documentation, and resource tracking.

While EAs help with project coordination, they usually don’t own the outcomes — the PM is accountable for results, balancing cost and quality. An experienced PM is able to handle complex initiatives and juggle constant moving parts.

3 Key Differences Between Project Managers and Executive Assistants

While PMs and EAs both provide essential behind-the-scenes support, their responsibilities and impact differ. Understanding these distinctions helps clarify expectations and prevent overlap, so the people in these roles can reach their full potential. Here are three key factors that separate project managers and executive assistants.

1. Ownership

PMs own the outcomes of the initiatives they oversee. They’re responsible for meeting deadlines, staying within budget, and reaching project goals. EAs take ownership of executive schedules, priorities, and communication. They manage the processes and systems that keep leaders organized and effective. 

2. Scope

A PM’s scope may span multiple teams or departments, depending on project size. Their focus is on aligning resources and timelines to achieve targeted objectives. EAs have a more individualized scope that supports one (or a few) leaders. They tackle professional duties like managing calendars and booking travel, as well as personal tasks like scheduling doctor’s appointments and organizing household logistics.

3. Salary

A project manager’s salary is typically higher than an EA’s. While compensation varies by industry, experience, and location, a project executive can have mid-to-high five-figure or six-figure earnings. An executive assistant’s salary is slightly lower on average, reflecting the difference in ownership and scope of these roles.

Sometimes, people will assume EAs are the same as PMs, especially when they sync team schedules, track deadlines, and keep tabs on project progress. Similarly, PMs may seem to overlap with EAs if they handle administrative duties like scheduling stakeholder meetings or preparing reports. The main difference lies in accountability: PMs answer for results, and EAs make sure leaders have what they need to thrive.

Can Executive Assistants Act as Project Managers?

In many organizations, the line between EAs and PMs can blur. EAs often have project-related responsibilities, such as tracking timelines and corresponding with stakeholders. Their organizational skills and ability to manage competing priorities make them natural project coordinators.

It’s also possible to transition from executive assistant to project manager. An EA who successfully arranges a company-wide event may later manage cross-departmental initiatives. EAs can also work alongside PMs, supporting scheduling, handling communications, and monitoring project milestones. This overlap shows how versatile EAs can be and how their role evolves based on what the business needs.

Hiring the Right Roles for Your Organization

Whether you need to hire both an EA and a PM depends on your priorities and long-term strategy. By weighing factors like required skills and decision-making authority, you can decide if an EA alone can meet your current needs and future goals, or if you need to bring a PM on board, too. Here are the main areas to consider:

• Focus: If you want support with calendar management, expense reporting, and travel arrangements, an EA is the right fit. But if you need someone to organize and lead a specific project, then a PM may be helpful. 
• Decision-making: EAs make tactical decisions that help leaders perform their best. They prioritize high-impact work and filter low-value tasks so leaders spend their time effectively. In contrast, PMs make operational decisions about resources and risks that directly affect project outcomes.
• Skills: EAs skills center around organization, communication, and anticipating needs. They’re always thinking two steps ahead to solve problems and adapt to changing priorities. The skills a PM needs are focused on planning, risk management, and coordinating cross-functional teams.
• Experience level: Many EAs bring years of hands-on experience to the role. Their resume might list previous responsibilities in administration or reporting, as well as proficiency with tools like Microsoft Office Suite. PMs usually have official certifications like PMP or Agile, plus a background in project execution.
• Goals: If your priority is supporting leaders so they can focus on big-picture work, an EA will have the greatest impact. But if you want to launch products or manage organizational change, adding a PM to your team, too, can be valuable. 
• Long-term structure: Hiring an EA sets the stage for stronger leadership infrastructure, while also hiring a PM could prepare you for larger projects later on. Forward thinking ensures whoever you hire continues adding value as your business grows.

Why Athena EAs Are More Than Just Assistants

Athena EAs redefine executive support, combining organizational expertise with strategic initiative. Our assistants streamline workflows, prioritize tasks, and proactively solve problems before they escalate. 

Athena Assistants are trained to handle complex responsibilities and oversee high-stakes tasks while maintaining discretion and continuously refining their skills. Their blend of tactical and technical abilities allows Athena EAs to juggle daily duties and urgent tasks with ease. Our assistants act as an extension of your leadership, bridging the gap between administrative support and project execution to deliver unmatched value.

Get Started With an Athena Assistant

Investing in an Athena Assistant is one of the best things you can do to elevate your leadership. Athena EAs transform the way you work by managing day-to-day operations and advancing broader organizational goals. Their commitment and contributions exceed that of a typical EA, working to clear mental space so you can lead with purpose. 

Your assistant works with you one-on-one to support your personal and professional priorities. They identify opportunities for improvement and enable more informed decision-making. Thanks to rigorous training and frequent upskilling, Athena EAs grow with your business. 

If you want personalized support that goes beyond a static checklist, get started with an Athena Assistant today.