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.
Sample of reported job titles:
Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Secretary, Administrative Specialist, Executive Administrative Assistant, Executive Assistant, Executive Secretary, Office Assistant
Occupation-Specific Information
Tasks
- 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.
Technology Skills
- Accounting software:Accounting software,Intuit QuickBooks,Sage 50 Accounting,Sage Peachtree Premium Accounting for Manufacturing
- Analytical or scientific software:KAPES,Micro Estimating FabPlan,MTI Systems Costimator JS
- Calendar and scheduling software:Appointment scheduling software,Calendar and scheduling software,Workbrain Employee Scheduling
- Cloud-based data access and sharing software:Dropbox,Google Drive,Microsoft SharePoint,Slack
- Customer relationship management CRM software:Blackbaud The Raiser's Edge,Customer relationship management CRM software
Occupational Requirements
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 People Outside the 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.
Detailed Work Activities
- Answer telephones to direct calls or provide information.
- Compile data or documentation.
- Confer with coworkers to coordinate work activities.
- Coordinate operational activities.
- Develop organizational policies or programs.
Work Context
- Telephone:99% responded"Every day"
- Electronic Mail:97% responded"Every day"
- Contact With Others:80% responded"Constant contact with others"
- Indoors, Environmentally Controlled:80% responded"Every day"
- Work With Work Group or Team:76% responded"Extremely important"
Worker Requirements
Skills
- 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.
- Reading Comprehension:Understanding written sentences and paragraphs in work-related documents.
- Speaking:Talking to others to convey information effectively.
- Service Orientation:Actively looking for ways to help people.
- Writing:Communicating effectively in writing as appropriate for the needs of the audience.
Knowledge
- Administrative:Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace 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.
- Computers and Electronics:Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
- Administration and Management:Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 34%Associate's Degree (or other 2-year degree)
- 24%High School Diploma - or the equivalent (for example, GED)
- 21%Some College Courses
- 12%Bachelor's Degree
Worker Characteristics
Abilities
- Oral Comprehension:The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression:The ability to communicate information and ideas in speaking so others will understand.
- Speech Recognition:The ability to identify and understand the speech of another person.
- Written Comprehension:The ability to read and understand information and ideas presented in writing.
- Written Expression:The ability to communicate information and ideas in writing so others will understand.
Interests
- Conventional:Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
- Enterprising:Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Work Values
- Relationships:Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
- Support:Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
- Working Conditions:Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Work Styles
- Attention to Detail:Job requires being careful about detail and thorough in completing work tasks.
- Integrity:Job requires being honest and ethical.
- Dependability:Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Cooperation:Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
- Adaptability/Flexibility:Job requires being open to change (positive or negative) and to considerable variety in the workplace.
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