Executive Secretaries and Executive Administrative Assistants
What is a Executive Secretaries and Executive Administrative Assistants?
Executive Secretaries and Executive Administrative Assistants are pivotal roles within organizations, providing essential support to executives and upper management. They are responsible for managing schedules, organizing meetings, and ensuring efficient communication both internally and externally. This role requires a blend of administrative skills, organizational abilities, and strong interpersonal communication. Executive Secretaries often handle confidential information, making discretion and professionalism vital attributes. They may also assist in project management, document preparation, and customer relations, contributing significantly to the overall productivity of the executive team. These positions demand a high level of competency in office software, time management, and multitasking, enabling executives to focus on strategic decision-making and leadership responsibilities.
Tasks
- 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.
Technology Skills
- Enterprise resource planning ERP software
- Web page creation and editing software
- Graphics or photo imaging software
- Video conferencing software
- Word processing software
Tools Used
- Photocopiers
- Scanners
- Typewriters
- Notebook computers
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Digital cameras
Knowledge
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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.
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English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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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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Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
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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.
Skills
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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.
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Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
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Speaking
Talking to others to convey information effectively.
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Service Orientation
Actively looking for ways to help people.
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Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Abilities
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Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
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Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
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Speech Recognition
The ability to identify and understand the speech of another person.
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Written Comprehension
The ability to read and understand information and ideas presented in writing.
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Written Expression
The ability to communicate information and ideas in writing so others will understand.
Education
How much education does a new hire need to perform a job in this occupation?
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Associate's degree
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High school diploma or equivalent
or: GED, High School Equivalency Certificate
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Some college, no degree
Work Activities
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Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
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Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.
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Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
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Organizing, Planning, and Prioritizing Work
Developing specific goals and plans to prioritize, organize, and accomplish your work.
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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
- Schedule operational activities.
- Execute sales or other financial transactions.
- Make travel, accommodations, or entertainment arrangements for others.
- Prepare research or technical reports.
- Maintain medical records.
Work Interests
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Conventional
Work involves following procedures and regulations to organize information or data, typically in a business setting. Conventional occupations are often associated with office work, accounting, mathematics/statistics, information technology, finance, or human resources.
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Enterprising
Work involves managing, negotiating, marketing, or selling, typically in a business setting, or leading or advising people in political and legal situations. Enterprising occupations are often associated with business initiatives, sales, marketing/advertising, finance, management/administration, professional advising, public speaking, politics, or law.
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Social
Work involves helping, teaching, advising, assisting, or providing service to others. Social occupations are often associated with social, health care, personal service, teaching/education, or religious activities.
Job Outlook
Projected salary and job growth
$45910.0 - $104000.0
New job opportunities are less likely in the future. : Below Average
Assessment
Related assessments and tests
No assessment available.