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>Executive Secretaries and Executive Administrative Assistants
Executive Secretaries and Executive Administrative Assistants
Overview
Salary
Demand
Core Tasks
Technology Skills
Tools Used
Top 10 Knowledge Required
Top 10 Skills
Top 10 Abilities
Top 10 Work Activities
Detailed Work Activities
Work Context
Education
Majors
Interests
Top 10 Work Styles
Work Values
Related Careers
Overview
Job Zone Three: Medium Preparation Needed
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.
Education
Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
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.
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.
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.
Salary Salary
Salary at 10th Percentile: $39K
Salary at 25th Percentile: $49K
Median Salary: $63K
Salary at 75th Percentile: $78K
Salary at 90th Percentile: $94K
Demand
Core Tasks
Manage and maintain executives' schedules.
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.
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.
Open, sort, and distribute incoming correspondence, including faxes and email.
Prepare responses to correspondence containing routine inquiries.
Greet visitors and determine whether they should be given access to specific individuals.
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.
Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
File and retrieve corporate documents, records, and reports.
Interpret administrative and operating policies and procedures for employees.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
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.
Provide clerical support to other departments.
Compile, transcribe, and distribute minutes of meetings.
Attend meetings to record minutes.
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
Technology
Example
Hot Technology
Tools Used
Tool
Example
Top 10 Knowledge Required
Clerical
91%
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
84%
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
70%
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
66%
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Administration and Management
64%
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.
Personnel and Human Resources
56%
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Communications and Media
54%
Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
Mathematics
51%
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Public Safety and Security
47%
Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
Education and Training
43%
Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
Top 10 Skills
Active Listening
80%
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
80%
Understanding written sentences and paragraphs in work related documents.
Speaking
78%
Talking to others to convey information effectively.
Service Orientation
75%
Actively looking for ways to help people.
Writing
75%
Communicating effectively in writing as appropriate for the needs of the audience.
Coordination
68%
Adjusting actions in relation to others' actions.
Critical Thinking
65%
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Social Perceptiveness
65%
Being aware of others' reactions and understanding why they react as they do.
Time Management
65%
Managing one's own time and the time of others.
Active Learning
63%
Understanding the implications of new information for both current and future problem-solving and decision-making.
Top 10 Abilities
Oral Comprehension
80%
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
80%
The ability to communicate information and ideas in speaking so others will understand.
Speech Recognition
80%
The ability to identify and understand the speech of another person.
Written Comprehension
80%
The ability to read and understand information and ideas presented in writing.
Written Expression
80%
The ability to communicate information and ideas in writing so others will understand.
Near Vision
78%
The ability to see details at close range (within a few feet of the observer).
Speech Clarity
78%
The ability to speak clearly so others can understand you.
Information Ordering
68%
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
65%
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
63%
The ability to generate or use different sets of rules for combining or grouping things in different ways.
Top 10 Work Activities
Communicating with Supervisors, Peers, or Subordinates
93%
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships
91%
Developing constructive and cooperative working relationships with others, and maintaining them over time.
Getting Information
90%
Observing, receiving, and otherwise obtaining information from all relevant sources.
Organizing, Planning, and Prioritizing Work
90%
Developing specific goals and plans to prioritize, organize, and accomplish your work.
Communicating with Persons Outside Organization
89%
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.
Interacting With Computers
89%
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Performing Administrative Activities
89%
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Scheduling Work and Activities
86%
Scheduling events, programs, and activities, as well as the work of others.
Updating and Using Relevant Knowledge
83%
Keeping up-to-date technically and applying new knowledge to your job.
Processing Information
80%
Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Detailed Work Activities
Schedule operational activities.
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.
Coordinate operational activities.
Answer telephones to direct calls or provide information.
Prepare business correspondence.
Sort mail.
Distribute incoming mail.
Greet customers, patrons, or visitors.
Compile data or documentation.
Order materials, supplies, or equipment.
File documents or records.
Read materials to determine needed actions.
Perform administrative or clerical tasks.
Record information from meetings or other formal proceedings.
Execute sales or other financial transactions.
Explain regulations, policies, or procedures.
Develop organizational policies or programs.
Confer with coworkers to coordinate work activities.
Transcribe spoken or written information.
Train personnel.
Supervise clerical or administrative personnel.
Inspect operational processes.
Work Context
Telephone
How often do you have telephone conversations in this job?
Electronic Mail
How often do you use electronic mail in this job?
Indoors, Environmentally Controlled
How often does this job require working indoors in environmentally controlled conditions?
Contact With Others
How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
Work With Work Group or Team
How important is it to work with others in a group or team in this job?
Face-to-Face Discussions
How often do you have to have face-to-face discussions with individuals or teams in this job?
Structured versus Unstructured Work
To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
Deal With External Customers
How important is it to work with external customers or the public in this job?
Importance of Being Exact or Accurate
How important is being very exact or highly accurate in performing this job?
Spend Time Sitting
How much does this job require sitting?
Education
Interests
Conventional
100%
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
67%
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.
Social
48%
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Investigative
39%
Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
Realistic
39%
Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Artistic
19%
Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
Top 10 Work Styles
Attention to Detail
92%
Job requires being careful about detail and thorough in completing work tasks.
Dependability
92%
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Integrity
92%
Job requires being honest and ethical.
Cooperation
90%
Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Adaptability/Flexibility
84%
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Concern for Others
83%
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Self Control
83%
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Initiative
82%
Job requires a willingness to take on responsibilities and challenges.
Independence
81%
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
77%
Job requires persistence in the face of obstacles.
Work Values
Relationships
77%
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
72%
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
55%
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Achievement
53%
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
Independence
48%
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Recognition
43%
Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.
