Executive Secretaries and Executive Administrative Assistants

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.

Tasks

  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
  • Attend meetings to record minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.
  • Prepare responses to correspondence containing routine inquiries.
  • 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.
  • Manage and maintain executives' schedules.
  • Process payroll information.
  • Compile, transcribe, and distribute minutes of meetings.
  • Set up and oversee administrative policies and procedures for offices or organizations.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Interpret administrative and operating policies and procedures for employees.
  • Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Knowledge

Design
Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.
Mechanical
Knowledge of machines and tools, including their designs, uses, repair, and maintenance.
Engineering and Technology
Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

Skills

Operation and Control
Controlling operations of equipment or systems.
Repairing
Repairing machines or systems using the needed tools.
Equipment Selection
Determining the kind of tools and equipment needed to do a job.
Installation
Installing equipment, machines, wiring, or programs to meet specifications.
Equipment Maintenance
Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.
Troubleshooting
Determining causes of operating errors and deciding what to do about it.

Abilities

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.
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.
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.
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.
Reaction Time
The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
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.
Control Precision
The ability to quickly and repeatedly adjust the controls of a machine or a vehicle to exact positions.
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.
Sound Localization
The ability to tell the direction from which a sound originated.
Static Strength
The ability to exert maximum muscle force to lift, push, pull, or carry objects.

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.
Social
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Realistic
Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Investigative
Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
Artistic
Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

Work Style

Integrity
Job requires being honest and ethical.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
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.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Independence
Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Initiative
Job requires a willingness to take on responsibilities and challenges.
Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Self Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.

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.
Achievement
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
Independence
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Recognition
Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.

Lay Titles

Administrative Aide
Administrative and Technical Specialist
Administrative Assistant
Administrative Associate
Administrative Coordinator
Administrative Liaison
Administrative Office Assistant
Administrative Office Specialist
Administrative Officer
Administrative Secretary
Administrative Services Assistant
Administrative Specialist
Administrative Supervisor
Administrative Support Specialist
Clerical Specialist
Community Youth Secretary
Confidential Secretary
Corporate Secretary
Executive Administrative Assistant
Executive Assistant
Executive Associate
Executive Secretary
Executive Staff Assistant
Executive, Secretarial, Managerial, or Official Duties Assistant
Financial Secretary
Human Resources Administrative Assistant
Management Assistant
Office Administrator
Office Assistant
Office Automation Secretary (OA Secretary)
Office Manager
Personal Assistant
Personal Secretary
Program Support Assistant
Program Support Specialist
Secretarial or Administrative Duties Administrative Assistant
Secretarial or Administrative Duties Clerical Administrative Assistant
Staff Assistant
Trust Manager Assistant
Unit Secretary

National Wages and Employment Info

Median Wages (2008):
$22.84 hourly, $47,500 annual.
Employment (2008):
803,040 employees