Executive Secretaries and Executive Administrative Assistant Career

Job Description: Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.


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Executive Secretaries and Executive Administrative Assistant Career

What Executive Secretaries and Executive Administrative Assistants do:

  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Prepare responses to correspondence containing routine inquiries.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Provide clerical support to other departments.
  • Manage and maintain executives' schedules.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Make travel arrangements for executives.
  • Attend meetings to record minutes.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Compile, transcribe, and distribute minutes of meetings.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
  • Interpret administrative and operating policies and procedures for employees.
  • Process payroll information.
  • Set up and oversee administrative policies and procedures for offices or organizations.

What work activities are most important?

Importance Activities

Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.

Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.

Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.

Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Monitor Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Judging the Qualities of Things, Services, or People - Assessing the value, importance, or quality of things or people.

Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.

Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.

Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Handling and Moving Objects - Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Holland Code Chart for an Executive Secretaries and Executive Administrative Assistant