Executive Secretaries and Executive Administrative Assistants
People classed as Executive Secretaries and Executive Administrative 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. The skills rated most useful are reading comprehension, active listening, and speaking. Expect to manage and maintain executives' schedules. The strongest interest signal is Conventional (6.4 of 7), then Enterprising (5.5) and Social, which gives it the code CES. Getting in usually takes one or two years of vocational training, an apprenticeship or an associate’s degree, a level O*NET calls medium preparation. It tends to suit people who want orderly work with data, records and clear procedures, and it offers little for anyone seeking hands-on work with tools, machines or the physical world.
What they do
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.
Main 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.
Skills
- Reading Comprehension
- Active Listening
- Speaking
- Writing
- Service Orientation
- Coordination
Who this career fits
May suit you if
- You like clear rules and getting the details right.
- You like taking the lead and making the call.
- You are willing to put in a year or two of focused training.
- You are comfortable relying on reading comprehension and active listening.
May not suit you if
- You get restless with routine, records and exact procedures.
- You want to work with your hands for most of the day. Realistic rates 1.3 out of 7 here.
- You need to start within a few months, with no training period.
Interest profile
O*NET rates each occupation from 1 to 7 on six interest types. The code CES takes the three highest, and Conventional comes first here.
Preparation
Medium preparation. Expect vocational school, an apprenticeship, related experience or an associate’s degree, usually one or two years in total.
Most-reported requirement in the O*NET survey: Associate's Degree or other 2-year degree. This reflects what workers reported most often and is not a legal minimum. Licensing rules can differ by state or industry, so confirm what applies where you plan to work.
Also called
- Administrative Aide
- Administrative Assistant
- Administrative Associate
- Administrative Coordinator
- Administrative Secretary
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This page includes information from the O*NET 31.0 Database by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA). Used under the CC BY 4.0 license. O*NET® is a trademark of USDOL/ETA.