What Do Executive Secretaries Do (including Their Typical Day At Work)

Job Description

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. They also manage and maintain executives’ schedules.

Other tasks include:

• Process payroll information.
• 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.

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

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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.

Typical Day At Work

On a daily basis, Executive Secretaries open, sort, and distribute incoming correspondence, including faxes and email. They 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.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Manage and maintain executives’ schedules.
• Provide clerical support to other departments.

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
	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 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 their typical day, Executive Secretaries also process payroll information. They may also attend meetings to record minutes.

On a weekly to monthly basis, Executive Secretaries Compile, transcribe, and distribute minutes of meetings. They might also Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

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 Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

To some Executive Secretaries, it is also their responsibility to Greet visitors and determine whether they should be given access to specific individuals.

Working life

Standard 40 hour work week

Regular schedule like a 9 to 5

In a typical work week as an Executive Secretary and Executive Administrative Assistant, you can expect to work 40 hour work week.

Is this right for me

People who are suitable for this job tends to like following set procedures and routines. They like working with data and details more than with ideas..

They 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.

You can read more about these career personality types here.

Explore other careers

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/