Executive Secretary and Administrative Assistant

Also called: Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Liaison

$65,230

estimated salary

Executive secretaries and executive administrative assistants 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.

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Prepare responses to correspondence containing routine inquiries.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Provide clerical support to other departments.
  • Attend meetings to record minutes.
  • Process payroll information.
  • Interpret administrative and operating policies and procedures for employees.
  • Set up and oversee administrative policies and procedures for offices or organizations.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
  • 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.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Work Context
  • Telephone — 100% responded "Every day".
  • Electronic Mail — 98% responded "Every day".
  • Contact With Others — 81% responded "Constant contact with others".
  • Structured versus Unstructured Work — 74% responded "A lot of freedom".
  • Face-to-Face Discussions — 75% responded "Every day".
  • Work With Work Group or Team — 77% responded "Extremely important".
  • Importance of Being Exact or Accurate — 53% responded "Extremely important".
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Work 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.
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Detailed Work Activities
  • Answer telephones to direct calls or provide information.
  • Order materials, supplies, or equipment.
  • Schedule operational activities.
  • Manage clerical or administrative activities.
  • Coordinate operational activities.
  • Execute sales or other financial transactions.
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Knowledge

Clerical
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
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Skills

Reading Comprehension
  • Understanding written sentences and paragraphs in work related documents.
Active Listening
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking
  • Talking to others to convey information effectively.
Writing
  • Communicating effectively in writing as appropriate for the needs of the audience.
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Abilities

Oral Comprehension
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
Written Comprehension
  • The ability to read and understand information and ideas presented in writing.
Oral Expression
  • The ability to communicate information and ideas in speaking so others will understand.
Written Expression
  • The ability to communicate information and ideas in writing so others will understand.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Enterprise resource planning ERP software
  • Exact Software Macola ES Hot Technology
  • Epicor Vantage Hot Technology
  • Microsoft Dynamics GP Hot Technology
  • SAP Hot Technology
  • Microsoft Dynamics Hot Technology
  • Geac MPC Production Hot Technology
  • Maynard PlanStaff Manager Hot Technology
  • Oracle PeopleSoft Hot Technology
  • Oracle PeopleSoft Financials Hot Technology
  • PRONTO Xi Hot Technology
  • SYSPRO Hot Technology
  • MicroStrategy Report Services Hot Technology
Project management software
  • Microsoft SharePoint Hot Technology
  • Microsoft Project Hot Technology
  • Oracle Primavera Enterprise Project Portfolio Management Hot Technology
  • Slack
  • Microsoft Team Foundation Server
Web page creation and editing software
  • Facebook Hot Technology
  • LinkedIn Hot Technology
  • Social media sites Hot Technology
  • RefWorks RefShare
  • Google Sites
  • Adobe Systems Adobe Contribute
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Education

Associate's Degree (or other 2-year degree) or
High School Diploma
usually needed

Get started on your career:

Job Outlook

New job opportunities are less likely in the future.
Salary
$63,110
$39,350
$94,830