Executive Secretaries and Executive Administrative Assistants

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Job Description

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Key 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.

O*NET Information

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

Related Occupations

Based on O*NET Standard Occupational Classification.

Career Resources

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  title: 'Executive Secretaries and Executive Administrative Assistants',
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  socCode: '43-6011.00',
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