Executive Secretaries and Executive Administrative Assistants

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Executive Secretaries and Executive Administrative Assistants

Careers / Executive Secretaries and Executive Administrative Assistants

Summary Description


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

Sample Job Titles

1.	Administrative Aide

2.	Administrative and Technical Specialist

3.	Administrative Assistant

4.	Administrative Associate

5.	Administrative Coordinator

6.	Administrative Liaison

7.	Administrative Office Assistant

8.	Administrative Office Specialist

9.	Administrative Officer

10.	Administrative Secretary

11.	Administrative Services Assistant

12.	Administrative Specialist

13.	Administrative Supervisor

14.	Administrative Support Specialist

15.	Assistant To The Director

16.	Assistant To The President

17.	Assistant To The Vice President

18.	Clerical Specialist

19.	Community Youth Secretary

20.	Confidential Secretary

21.	Corporate Secretary

22.	Court Analyst

23.	Executive Administrative Assistant

24.	Executive Administrator

25.	Executive Assistant

26.	Executive Associate

27.	Executive Secretary

28.	Executive Staff Assistant

29.	Executive, Secretarial, Managerial, or Official Duties Assistant

30.	Financial Secretary

31.	Front Office Secretary

32.	Helper Coordinator

33.	Human Resources Administrative Assistant

34.	Management Assistant

35.	Office Administrator

36.	Office Assistant

37.	Office Automation Secretary (OA Secretary)

38.	Office Manager

39.	Personal Assistant

40.	Personal Secretary

41.	Program Support Assistant

42.	Program Support Specialist

43.	Project Assistant

44.	Protocol Officer

45.	Scheduler

46.	Secretarial or Administrative Duties Administrative Assistant

47.	Secretarial or Administrative Duties Clerical Administrative Assistant

48.	Secretary

49.	Secretary to the Vice President

50.	Staff Assistant

51.	Trust Manager Assistant

52.	Unit Secretary

Job Tasks

	Manage and maintain executives' schedules.

	Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software. Prepare research or technical reports. Maintain medical records. Prepare documentation for contracts, transactions, or regulatory compliance.

	Answer phone calls and direct calls to appropriate parties or take messages. Answer telephones to direct calls or provide information.

	Process payroll information. Execute sales or other financial transactions.

	Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors. Compile data or documentation. Prepare research or technical reports.

	Attend meetings to record minutes. Record information from meetings or other formal proceedings.

	Compile, transcribe, and distribute minutes of meetings. Compile data or documentation. Transcribe spoken or written information. Record information from meetings or other formal proceedings.

	Greet visitors and determine whether they should be given access to specific individuals. Greet customers, patrons, or visitors.

	Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Read materials to determine needed actions.

	Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. Order materials, supplies, or equipment.

	File and retrieve corporate documents, records, and reports. File documents or records.

	Set up and oversee administrative policies and procedures for offices or organizations. Develop organizational policies or programs. Manage clerical or administrative activities.

	Open, sort, and distribute incoming correspondence, including faxes and email. Sort mail. Distribute incoming mail.

	Make travel arrangements for executives. Make travel, accommodations, or entertainment arrangements for others.

	Prepare responses to correspondence containing routine inquiries. Prepare business correspondence.

	Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. Schedule operational activities.

	Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. Manage clerical or administrative activities. Coordinate operational activities.

	Provide clerical support to other departments.

	Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material. Schedule operational activities. Train personnel. Supervise clerical or administrative personnel.

	Interpret administrative and operating policies and procedures for employees. Explain regulations, policies, or procedures.

	Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors. Confer with coworkers to coordinate work activities.

	Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Work Activities

Importance	Work Activity

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

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.

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

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

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.

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

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

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

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.

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.

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

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

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

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

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

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

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

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.

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

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

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

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

Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

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.

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.

Inspecting Equipment, Structures, or Material — Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Nature of the Work


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

	Read More >>

Working Conditions


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	Although secretaries and administrative assistants work in nearly every industry, many are employed in schools, hospitals, governments, and legal and medical offices. Most work full time.

	Read More >>

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