Executive Secretaries and Executive Administrative Assistants

What this job is

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.

What they do day to day

• 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.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Skills and knowledge that matter most

Importance rated by people working in the job (1 = not important, 5 = extremely important).

Education and preparation

Preparation level 3 of 5 — Medium preparation. Usually vocational training, an associate's degree or an apprenticeship.

Typical entry education (BLS): High school diploma or equivalent, plus less than 5 years of related work experience.

Who this job suits

Based on the Holland (RIASEC) interest profile for this occupation.

Job titles you'll see in postings

Related careers

• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive$47,540
• Administrative Services Managers$114,130
• Legal Secretaries and Administrative Assistants$55,570
• Office Clerks, General$45,010
• First-Line Supervisors of Office and Administrative Support Workers$69,500
• Human Resources Assistants, Except Payroll and Timekeeping$50,610
• Correspondence Clerks$46,800
• Medical Secretaries and Administrative Assistants$45,930