Executive Secretaries and Executive Administrative Assistants

What the job really 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.

At a glance

• Sector: Office & Administrative
• O*NET-SOC code: 43-6011
• O*NET job zone: 3 — medium preparation
• Work sample tasks on file: 12
• Tools and technologies listed: 12

What you actually do

Work sample tasks recorded for this occupation:

• 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.
• 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.

Tools and technology

Adobe Acrobat, Adobe Illustrator, Adobe InDesign, Adobe Photoshop, Apple macOS, Cisco Webex, Facebook, Google Docs, Google Workspace software, Intuit QuickBooks, Microsoft Access, Microsoft Excel

What employers expect you to already be comfortable with.

Where this job leads

Related occupations — the usual moves up and sideways:

• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
• Administrative Services Managers
• Legal Secretaries and Administrative Assistants
• Office Clerks, General
• First-Line Supervisors of Office and Administrative Support Workers
• Human Resources Assistants, Except Payroll and Timekeeping
• Correspondence Clerks
• Medical Secretaries and Administrative Assistants

Getting in

O*NET assigns this occupation job zone 3 (medium preparation). The related occupations above are the realistic routes in and out.

Find openings

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Check this against the source

O*NET OnLine: Executive Secretaries and Executive Administrative Assistants — the authoritative public-domain profile this page is derived from, including the full task list, reported skills and the wage estimates for your region.

Derived and rewritten from the public-domain O*NET database (U.S. Department of Labor / Employment and Training Administration). Figures are observations, not promises — always confirm salary, licensing and visa requirements with the employer and the relevant authority.