What Do Executive Secretaries Do: Job Description, Responsibilities and Duties

Stanley TanLeave a Comment



daily life of an Executive Secretary and Executive Administrative Assistant
are Executive Secretaries and Executive Administrative Assistants happy with their job

Executive Secretaries and Executive Administrative Assistants

Other names for this job might include Administrative Aide, Administrative and Technical Specialist, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Liaison, Administrative Office Assistant, Administrative Office Specialist, Administrative Officer, Administrative Secretary


  • $55460
    Salary
  • 74%
    Job satisfaction
  • Medium
    Becoming one
  • Bad
    Job growth
OwlGuru Rank

B



Being An Executive Secretary: What You Really Do


In this job description guide, you will find out what do Executive Secretaries and Executive Administrative Assistants do and what is their typical work day like.

After reading this, you will have a much better idea on whether you will like working as an Executive Secretary and Executive Administrative Assistant or not.



Job summary

Executive Secretaries 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.

We asked Executive Secretaries how satisfied they are with their job. Here is what they said.

Job satisfaction

74%

How meaningful is this job

56%


74% of them said they were satisfied with their job and 56% said they find that their job makes the world a better place or helps to make someone else’s life better.



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Typical day

On a daily basis, Executive Secretaries Manage and maintain executives’ schedules. They Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

1 of the main responsibilities as An Executive Secretary is to Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Some may also Open, sort, and distribute incoming correspondence, including faxes and email.

In a normal work day, another thing that Executive Secretaries do is they File and retrieve corporate documents, records, and reports.

In addition to that, they Greet visitors and determine whether they should be given access to specific individuals..

Prepare research or technical reports.
Maintain medical records.
Prepare documentation for contracts, transactions, or regulatory compliance.
Read materials to determine needed actions.

We asked some Executive Secretaries a few questions to find out what else does their work day look like. Here is what we found.

Do you have telephone conversations everyday in this job?100% said yes
Do you have to use email everyday in this job?99% said yes
How important is it to work in a team in this job?45% said very important
Do you have group discussions everyday in this job?76% said yes
Do you have to meet strict deadlines everyday in this job?13% said yes
Do you talk or work with customers everyday in this job?47% said yes
Do you have to deal with angry customers everyday in this job?4% said yes
Do you have to make decisions everyday in this job?18% said yes



Other responsibilities

Besides the “typical day” things that Executive Secretaries do, they Prepare responses to correspondence containing routine inquiries. They might also Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

On a weekly to monthly basis, Executive Secretaries Compile, transcribe, and distribute minutes of meetings. and Attend meetings to record minutes.

In addition, they Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Although specific duties may vary, many of them Set up and oversee administrative policies and procedures for offices or organizations.

To some Executive Secretaries, it is also their responsibility to Interpret administrative and operating policies and procedures for employees.

A typical week or month for them might include:

Prepare business correspondence.
Compile data or documentation.
Prepare research or technical reports.
Compile data or documentation.
Transcribe spoken or written information.
Record information from meetings or other formal proceedings.
Record information from meetings or other formal proceedings.
Confer with coworkers to coordinate work activities.



Working life

Working hours

40 hours per week

Working schedule

Regular (Set schedule and routine)


In a typical work week as An Executive Secretary, you can expect to work 40 hours per week.

Do Executive Secretaries work in an office-style work environment?

Everyday
90.89%

Once a week
2.6%

Once a month
0%

Once a year
1.33%

Never
5.18%

Do Executive Secretaries work in a warehouse-style work environment?

Everyday
0%

Once a week
0%

Once a month
2.42%

Once a year
9.61%

Never
87.97%

Do Executive Secretaries work outdoors?

Everyday
0.69%

Once a week
0%

Once a month
0.57%

Once a year
2.27%

Never
96.47%



Is this right for me

Best personality for this career

The Organizers and The Persuaders


You can read more about these career personality types here.

You will like this career if you are someone who likes following set procedures and routines. They like working with data and details more than with ideas.

You also like starting up and carrying out projects. They like leading people and making many decisions. Sometimes they require risk taking and often deal with business.



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They perform duties related to the purchase, sale or holding of securities. Duties include writing orders for stock purchases or sales, computing transfer taxes, verifying stock transactions, accepting and delivering securities, tracking stock price fluctuations, computing equity, distributing dividends, and keeping records of daily transactions and holdings.
Rank: C+
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They compute, classify, and record numerical data to keep financial records complete. Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers.
Rank: C+
Salary: $34500

They perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.






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Career type

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Related to Executive Secretaries and Executive Administrative Assistants Job Description

Executive Secretaries and Executive Administrative Assistants job description, what do Executive Secretaries and Executive Administrative Assistants do, typical day for Executive Secretaries and Executive Administrative Assistants, what is it like to work as an Executive Secretary and Executive Administrative Assistant, how many hours do Executive Secretaries and Executive Administrative Assistants work, day to day work of an Executive Secretary and Executive Administrative Assistant

Additional resources

http://www.bls.gov/OOH/office-and-administrative-support/secretaries-and-administrative-assistants.htm
http://www.theaeap.com/
http://www.iaap-hq.org/
http://www.nals.org/

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Executive Secretaries and Executive Administrative Assistants
Written by: Stanley Tan
Executive Secretaries 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.
4 / 5 stars

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