Executive Secretaries and Executive Administrative Assistant 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.
Executive Secretaries and Executive Administrative Assistant is Also Know as
In different settings, Executive Secretaries and Executive Administrative Assistant is titled as
- Administrative Aide
- Administrative Assistant
- Administrative Associate
- Administrative Coordinator
- Administrative Secretary
- Administrative Specialist
- Executive Administrative Assistant
- Executive Assistant
- Executive Secretary
- Office Assistant
Education and Training of Executive Secretaries and Executive Administrative Assistant
Executive Secretaries and Executive Administrative Assistant is categorized in Job Zone Three: Medium Preparation Needed
Experience Required for Executive Secretaries and Executive Administrative Assistant
Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Education Required for Executive Secretaries and Executive Administrative Assistant
Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Degrees Related to Executive Secretaries and Executive Administrative Assistant
- Bachelor in Administrative Assistant and Secretarial Science,
- Associate Degree Courses in Administrative Assistant and Secretarial Science,
- Masters Degree Courses in Administrative Assistant and Secretarial Science,
- Bachelor in Executive Assistant/Executive Secretary
- Associate Degree Courses in Executive Assistant/Executive Secretary
- Masters Degree Courses in Executive Assistant/Executive Secretary
Training Required for Executive Secretaries and Executive Administrative Assistant
Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Related Ocuupations
Some Ocuupations related to Executive Secretaries and Executive Administrative Assistant in different industries are
- Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
- Administrative Services Managers
- Legal Secretaries and Administrative Assistants
- Office Clerks, General
- First-Line Supervisors of Office and Administrative Support Workers
- Human Resources Assistants, Except Payroll and Timekeeping
- Receptionists and Information Clerks
- Medical Secretaries and Administrative Assistants
- Correspondence Clerks
- Paralegals and Legal Assistants
- Chief Executives
- Human Resources Specialists
- Payroll and Timekeeping Clerks
- Court, Municipal, and License Clerks
- Social Science Research Assistants
- First-Line Supervisors of Entertainment and Recreation Workers, Except Gambling Services
- Eligibility Interviewers, Government Programs
- Project Management Specialists
- First-Line Supervisors of Non-Retail Sales Workers
- First-Line Supervisors of Security Workers
What Do Executive Secretaries and Executive Administrative Assistant do?
- Manage and maintain executives' schedules.
- Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve corporate documents, records, and reports.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare responses to correspondence containing routine inquiries.
- Make travel arrangements for executives.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
- Compile, transcribe, and distribute minutes of meetings.
- Attend meetings to record minutes.
- Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
- Set up and oversee administrative policies and procedures for offices or organizations.
- Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Interpret administrative and operating policies and procedures for employees.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
- Provide clerical support to other departments.
- Process payroll information.
- Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
Qualities of Good Executive Secretaries and Executive Administrative Assistant
- 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.
- Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Speech Recognition: The ability to identify and understand the speech of another person.
- Speech Clarity: The ability to speak clearly so others can understand you.
- Near Vision: The ability to see details at close range (within a few feet of the observer).
- Information Ordering: The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
- Problem Sensitivity: The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.
- Deductive Reasoning: The ability to apply general rules to specific problems to produce answers that make sense.
- Category Flexibility: The ability to generate or use different sets of rules for combining or grouping things in different ways.
- Perceptual Speed: The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
- Inductive Reasoning: The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
- Fluency of Ideas: The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
- Originality: The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
- Selective Attention: The ability to concentrate on a task over a period of time without being distracted.
- Flexibility of Closure: The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
- Mathematical Reasoning: The ability to choose the right mathematical methods or formulas to solve a problem.
- Far Vision: The ability to see details at a distance.
- Time Sharing: The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
- Memorization: The ability to remember information such as words, numbers, pictures, and procedures.
- Speed of Closure: The ability to quickly make sense of, combine, and organize information into meaningful patterns.
- Finger Dexterity: The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
- Number Facility: The ability to add, subtract, multiply, or divide quickly and correctly.
- Auditory Attention: The ability to focus on a single source of sound in the presence of other distracting sounds.
- Visualization: The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged.
- Wrist-Finger Speed: The ability to make fast, simple, repeated movements of the fingers, hands, and wrists.
- Manual Dexterity: The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble objects.
- Hearing Sensitivity: The ability to detect or tell the differences between sounds that vary in pitch and loudness.
- Visual Color Discrimination: The ability to match or detect differences between colors, including shades of color and brightness.
- Arm-Hand Steadiness: The ability to keep your hand and arm steady while moving your arm or while holding your arm and hand in one position.
- Control Precision: The ability to quickly and repeatedly adjust the controls of a machine or a vehicle to exact positions.
- Multilimb Coordination: The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.
- Trunk Strength: The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without "giving out" or fatiguing.
- Static Strength: The ability to exert maximum muscle force to lift, push, pull, or carry objects.
- Response Orientation: The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.
- Explosive Strength: The ability to use short bursts of muscle force to propel oneself (as in jumping or sprinting), or to throw an object.
- Dynamic Strength: The ability to exert muscle force repeatedly or continuously over time. This involves muscular endurance and resistance to muscle fatigue.
- Depth Perception: The ability to judge which of several objects is closer or farther away from you, or to judge the distance between you and an object.
- Extent Flexibility: The ability to bend, stretch, twist, or reach with your body, arms, and/or legs.
- Night Vision: The ability to see under low-light conditions.
- Spatial Orientation: The ability to know your location in relation to the environment or to know where other objects are in relation to you.
- Sound Localization: The ability to tell the direction from which a sound originated.
- Rate Control: The ability to time your movements or the movement of a piece of equipment in anticipation of changes in the speed and/or direction of a moving object or scene.
- Reaction Time: The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
- Glare Sensitivity: The ability to see objects in the presence of a glare or bright lighting.
- Peripheral Vision: The ability to see objects or movement of objects to one's side when the eyes are looking ahead.
- Speed of Limb Movement: The ability to quickly move the arms and legs.
- Gross Body Equilibrium: The ability to keep or regain your body balance or stay upright when in an unstable position.
- Gross Body Coordination: The ability to coordinate the movement of your arms, legs, and torso together when the whole body is in motion.
- Dynamic Flexibility: The ability to quickly and repeatedly bend, stretch, twist, or reach out with your body, arms, and/or legs.
- Stamina: The ability to exert yourself physically over long periods of time without getting winded or out of breath.
Tools Used by Executive Secretaries and Executive Administrative Assistant
- 10-key calculators
- Data input scanners
- Desktop computers
- Dictation equipment
- Digital cameras
- Electric typewriters
- Handheld calculators
- Handheld computers
- Laptop computers
- Laser facsimile machines
- Liquid crystal display LCD video projectors
- Multi-line telephone systems
- Pagers
- Personal computers
- Personal digital assistants PDA
- Photocopying equipment
- Scanners
Technology Skills required for Executive Secretaries and Executive Administrative Assistant
- Accounting software
- Adobe Acrobat
- Adobe Contribute
- Adobe Illustrator
- Adobe InDesign
- Adobe Photoshop
- Aestiva Purchase Order
- Airtable
- Apple Keynote
- Apple macOS
- Appointment scheduling software
- Blackbaud The Raiser's Edge
- Calendar and scheduling software
- Cisco Webex
- Corel WordPerfect Office Suite
- Customer relationship management CRM software
- Database software
- Desktop publishing software
- Dropbox
- Eko
- Epicor Vantage ERP
- Evernote
- Exact Software Macola ES
- FileMaker Pro
- Fishbowl Warehouse
- Geac MPC Production
- Google Docs
- Google Drive
- Google Meet
- Google Sites
- Google Slides
- Google Workspace software
- Graphics software
- Human resource management software HRMS
- IBM Notes
- Inetsoft
- Internet browser software
- Intrado SchoolMessenger
- Intuit QuickBooks
- JamBoard
- KAPES
- LexisNexis
- LogMeIn GoToMeeting
- LogMeIn GoToWebinar
- Maynard PlanStaff Manager
- Micro Estimating FabPlan
- Microsoft Access
- Microsoft Dynamics
- Microsoft Dynamics GP
- Microsoft Excel
- Microsoft Office SharePoint Server MOSS
- Microsoft Office software
- Microsoft OneNote
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Project
- Microsoft Publisher
- Microsoft SharePoint
- Microsoft Team Foundation Server
- Microsoft Visio
- Microsoft Word
- MicroStrategy Report Services
- MTI Systems Costimator JS
- Office suite software
- Oracle E-Business Suite Financials
- Oracle PeopleSoft
- Oracle PeopleSoft Financials
- Oracle Primavera Enterprise Project Portfolio Management
- ParentSquare
- PCC EHR
- PCC Pediatric Partner
- PRONTO Xi
- ProQuest RefWorks
- ProQuest RefWorks RefShare
- Questek Humanis
- Records management systems
- Sage 50 Accounting
- Sage Peachtree Premium Accounting for Manufacturing
- SAP software
- Slack
- Slido interaction software
- SmugMug Flickr
- Social media sites
- SYSPRO business software
- Transcription software
- Web browser software
- Web conferencing software
- Word processing software
- Work Technology WorkTech Time
- Workbrain Employee Scheduling
- Workbrain Time and Attendance
- Workflow International Deskflow Enterprise
- Zoom