Executive Secretaries and Executive Administrative Assistants

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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.

Sample of reported job titles: Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Secretary, Administrative Specialist, Executive Administrative Assistant, Executive Assistant, Executive Secretary, Office Assistant

Tasks

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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.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Provide clerical support to other departments.
Attend meetings to record minutes.
Process payroll information.
Interpret administrative and operating policies and procedures for employees.
Set up and oversee administrative policies and procedures for offices or organizations.
Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
Compile, transcribe, and distribute minutes of meetings.
Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

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Technology Skills

All 30 displayed Show 16 tools used

Accounting software — Intuit QuickBooks ; Sage 50 Accounting; Sage Peachtree Premium Accounting for Manufacturing
Analytical or scientific software — KAPES; Micro Estimating FabPlan; MTI Systems Costimator JS
Calendar and scheduling software — Appointment scheduling software; Workbrain Employee Scheduling
Customer relationship management CRM software — Blackbaud The Raiser’s Edge
Data base reporting software — Inetsoft
Data base user interface and query software — Airtable; Data entry software ; FileMaker Pro; Microsoft Access (see all 5 examples)
Desktop communications software — Eko; ParentSquare
Desktop publishing software — Adobe Systems Adobe InDesign ; Microsoft Publisher
Document management software — Adobe Systems Adobe Acrobat ; Dropbox; Records management systems
Electronic mail software — IBM Notes ; Microsoft Outlook
Enterprise resource planning ERP software — Microsoft Dynamics ; Microsoft Dynamics GP ; Oracle PeopleSoft ; SAP (see all 12 examples)
Financial analysis software — Oracle E-Business Suite Financials
Graphics or photo imaging software — Adobe Systems Adobe Illustrator ; Adobe Systems Adobe Photoshop ; JamBoard; SmugMug Flickr (see all 6 examples)
Human resources software — Human resource management software HRMS; Questek Humanis; Workflow International Deskflow Enterprise
Information retrieval or search software — LexisNexis
Internet browser software — Web browser software
Inventory management software — Fishbowl Warehouse
Medical software — PCC EHR; PCC Pediatric Partner
Mobile messaging service software — Intrado SchoolMessenger
Network conferencing software — LogMeIn GoToWebinar; Microsoft Office SharePoint Server MOSS; Slido
Office suite software — Corel WordPerfect; Google Drive ; Microsoft Office
Operating system software — Apple macOS
Presentation software — Apple Keynote; Google Slides; Microsoft PowerPoint
Procurement software — Aestiva Purchase Order
Project management software — Microsoft Project ; Microsoft SharePoint ; Oracle Primavera Enterprise Project Portfolio Management ; Slack (see all 5 examples)
Spreadsheet software — Microsoft Excel
Time accounting software — Work Technology WorkTech Time; Workbrain Time and Attendance
Video conferencing software — Cisco Systems Webex; Google Meet; LogMeIn GoToMeeting; Zoom (see all 5 examples)
Web page creation and editing software — Facebook ; Google Sites; LinkedIn ; Social media sites (see all 6 examples)
Word processing software — Evernote; Google Docs ; Microsoft OneNote; Microsoft Word (see all 5 examples)

Hot Technology — a technology requirement frequently included in employer job postings.

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Knowledge

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Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

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Skills

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Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
Speaking — Talking to others to convey information effectively.
Service Orientation — Actively looking for ways to help people.
Writing — Communicating effectively in writing as appropriate for the needs of the audience.
Coordination — Adjusting actions in relation to others’ actions.
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.
Time Management — Managing one’s own time and the time of others.
Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Negotiation — Bringing others together and trying to reconcile differences.

Abilities

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Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
Speech Recognition — The ability to identify and understand the speech of another person.
Written Comprehension — The ability to read and understand information and ideas presented in writing.
Written Expression — The ability to communicate information and ideas in writing so others will understand.
Near Vision — The ability to see details at close range (within a few feet of the observer).
Speech Clarity — The ability to speak clearly so others can understand you.
Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.
Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
Perceptual Speed — The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
Flexibility of Closure — The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Originality — The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
Selective Attention — The ability to concentrate on a task over a period of time without being distracted.

Work Activities

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Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Detailed Work Activities

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Schedule operational activities.
Execute sales or other financial transactions.
Make travel, accommodations, or entertainment arrangements for others.
Prepare research or technical reports.
Maintain medical records.
Prepare documentation for contracts, transactions, or regulatory compliance.
Manage clerical or administrative activities.
Answer telephones to direct calls or provide information.
Coordinate operational activities.
Prepare business correspondence.
Distribute incoming mail.
Greet customers, patrons, or visitors.
Sort mail.
Compile data or documentation.
Order materials, supplies, or equipment.
File documents or records.
Explain regulations, policies, or procedures.
Read materials to determine needed actions.
Develop organizational policies or programs.
Perform administrative or clerical tasks.
Confer with coworkers to coordinate work activities.
Record information from meetings or other formal proceedings.
Transcribe spoken or written information.
Supervise clerical or administrative personnel.
Train personnel.
Inspect operational processes.

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Work Context

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Telephone — 99% responded “Every day.”
Electronic Mail — 97% responded “Every day.”
Contact With Others — 80% responded “Constant contact with others.”
Structured versus Unstructured Work — 73% responded “A lot of freedom.”
Face-to-Face Discussions — 74% responded “Every day.”
Work With Work Group or Team — 76% responded “Extremely important.”
Importance of Being Exact or Accurate — 53% responded “Extremely important.”
Spend Time Sitting — 50% responded “Continually or almost continually.”
Indoors, Environmentally Controlled — 80% responded “Every day.”
Freedom to Make Decisions — 44% responded “Some freedom.”
Coordinate or Lead Others — 47% responded “Extremely important.”
Letters and Memos — 38% responded “Every day.”
Deal With External Customers — 56% responded “Extremely important.”
Time Pressure — 45% responded “Once a week or more but not every day.”
Importance of Repeating Same Tasks — 47% responded “Extremely important.”
Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls — 46% responded “Continually or almost continually.”
Duration of Typical Work Week — 66% responded “40 hours.”
Impact of Decisions on Co-workers or Company Results — 30% responded “Important results.”
Frequency of Decision Making — 26% responded “Every day.”
Spend Time Making Repetitive Motions — 36% responded “More than half the time.”

Job Zone

Title	Job Zone Three: Medium Preparation Needed
Education	Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate’s degree.
Related Experience	Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job Training	Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples	These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include hydroelectric production managers, travel guides, electricians, agricultural technicians, barbers, court reporters, and medical assistants.
SVP Range	(6.0 to < 7.0)

Education

Percentage of Respondents	Education Level Required
34	Associate’s degree
24	High school diploma or equivalent
21	Some college, no degree

Credentials

Interests

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Interest code: CE Want to discover your interests? Take the O*NET Interest Profiler at My Next Move.

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.

Work Styles

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Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
Integrity — Job requires being honest and ethical.
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.
Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Concern for Others — Job requires being sensitive to others’ needs and feelings and being understanding and helpful on the job.
Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Initiative — Job requires a willingness to take on responsibilities and challenges.
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.
Persistence — Job requires persistence in the face of obstacles.
Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.

Work Values

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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.

Related Occupations

All 10 displayed

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