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Executive Secretaries and Executive Administrative Assistants
SOC Code: 43-6011.00

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.

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

  • 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.

Technology Skills

  • 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 - Data entry software ; FileMaker Pro; Microsoft Access ; RefWorks
  • Desktop publishing software - Adobe Systems Adobe InDesign ; Microsoft Publisher
  • Document management software - Adobe Systems Adobe Acrobat ; Records management systems
  • Electronic mail software - IBM Notes ; Microsoft Outlook
  • Enterprise resource planning ERP software - Microsoft Dynamics GP ; MicroStrategy Report Services; Oracle PeopleSoft ; SAP (see all 11 examples)
  • Financial analysis software - Oracle E-Business Suite Financials
  • Graphics or photo imaging software - Adobe Systems Adobe Illustrator ; Adobe Systems Adobe Photoshop ; Graphics software; Microsoft Visio
  • 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
  • Network conferencing software - Microsoft Office SharePoint Server MOSS
  • Office suite software - Corel WordPerfect; Microsoft Office
  • Operating system software - Apple macOS
  • Presentation software - Microsoft PowerPoint
  • Procurement software - Aestiva Purchase Order
  • Project management software - Microsoft Project ; Microsoft SharePoint ; Microsoft Team Foundation Server; Oracle Primavera Enterprise Project Portfolio Management
  • Spreadsheet software - Microsoft Excel
  • Time accounting software - Work Technology WorkTech Time; Workbrain Time and Attendance
  • Video conferencing software - Web conferencing software
  • Web page creation and editing software - Adobe Systems Adobe Contribute; LinkedIn ; RefWorks RefShare
  • Word processing software - Microsoft Word ; Transcription software

Tools Used

  • Desktop calculator - 10-key calculators
  • Desktop computers
  • Dictation machines - Dictation equipment
  • Digital cameras
  • Laser fax machine - Laser facsimile machines
  • Liquid crystal display projector - Liquid crystal display LCD video projectors
  • Notebook computers - Laptop computers
  • Pagers
  • Personal computers
  • Personal digital assistant PDAs or organizers - Personal digital assistants PDA
  • Photocopiers - Photocopying equipment
  • Pocket calculator - Handheld calculators
  • Portable data input terminals - Handheld computers
  • Scanners - Data input scanners
  • Special purpose telephones - Multi-line telephone systems
  • Typewriters - Electric typewriters

Knowledge

  • 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.

Skills

  • 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

  • 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.

Interests

  • Interest code: CE
    • 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 Context

  • 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.”

Education

Percentage of RespondentsEducation Level Required
34%Associate's degree
24%High school diploma or equivalent
21%Some college, no degree

Work Styles

  • 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

  • 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.

Wages & Trends

  • Median wages (2017)
    • $27.60 hourly, $57,410 annual
  • Employment (2016)
    • 685,000 employees
  • Projected growth (2016-2026)
    • Decline (-2% or lower)
  • Projected job openings (2016-2026)
    • 54,600

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