Executive Secretaries and Executive Administrative Assistants
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Behind almost all successful business executive are executive secretaries. Sometimes called administrative assistants, these invaluable workers handle a variety of office activities that keep their employers' businesses running smoothly.
While they usually possess excellent clerical and compu ...
ter skills themselves, executive secretaries tend to delegate many of those duties to others. They are more likely to be reviewing correspondence and writing responses, preparing presentations, or conducting research for a report he or she is writing for the boss.
In addition, executive secretaries may manage projects and plan special events or conferences. They often train and supervise other office staff, as well as oversee the purchase and maintenance of office supplies and equipment.
This worker is also the gatekeeper to senior managers. Executive secretaries not only schedule appointments, they may even determine who gains access to the boss. Most of the work is done in a comfortable indoor setting. The length of the work day will depend on the boss. Some bosses work long hours and expect their key assistants to be there with them.
Executive secretaries usually come up through the secretarial ranks and often earn their own offices. Good writing and people skills are required. Generally, so is at least a high school diploma. This job can be an excellent springboard for advancement to middle management.
SNAPSHOT
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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.
Leadership
HIGH
Critical decision making
LOW
Level of responsibilities
LOW
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
LOW
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
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DAILY TASKS
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Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
Greet visitors and determine whether they should be given access to specific individuals.
Provide clerical support to other departments.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare responses to correspondence containing routine inquiries.
Open, sort, and distribute incoming correspondence, including faxes and email.
Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
Answer phone calls and direct calls to appropriate parties or take messages.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
MAIN ACTIVITIES
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Performing Administrative Activities
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
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.
AREAS OF KNOWLEDGE
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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.
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.
Mathematics
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Personnel and Human Resources
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Communications and Media
Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
KEY ABILITIES
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Written Comprehension
The ability to read and understand information and ideas presented in writing.
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 Expression
The ability to communicate information and ideas in writing so others will understand.
Near Vision
The ability to see details at close range (within a few feet of the observer).
Speech Clarity
The ability to speak clearly so others can understand you.
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).
TOP SKILLS
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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.
Service Orientation
Actively looking for ways to help people.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Coordination
Adjusting actions in relation to others' actions.
Time Management
Managing one's own time and the time of others.
Social Perceptiveness
Being aware of others' reactions and understanding why they react as they do.
