Executive Secretary Job Description


An executive secretary provides clerical and administrative support to a high level individual, such as a company president or Chief Executive Officer (CEO), usually following prior experience as a general secretary. Sometimes referred to as an administrative assistant, this person may also supervise and train lower level support staff. An executive secretary is expected to exhibit a highly professional image to contacts both in person and on the phone.

An executive secretary reports to a high level executive.
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An executive secretary is responsible for maintaining the executive's schedule and coordinating some of its events, such as conferences, meetings and conference calls according to hrVillage.

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Clerical duties include preparation of correspondence, presentations, invoices, mailing lists and other documents as requested. The executive secretary is responsible for maintaining files, both electronic and hard copy. Other tasks include conducting research, faxing, photocopying and mailing. In addition, this individual must prepare and maintain an expense report for the CEO.

Clerical duties
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The executive secretary must greet visitors and clients in a friendly and professional manner, according to hrVillage. An executive secretary should know whether to permit visitors or callers to have access to executives or refer them to another department within the organization. There may be interaction with other high level executives within the organization. An executive secretary may also work with sales representatives for supplies, furniture and office equipment.

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An executive secretary opens and screens incoming mail and signs for packages from delivery companies. Occasionally she may respond to routine mail or redirect it to a more appropriate individual in the organization, according to Monster. Urgent matters are brought to the attention of the CEO as soon as possible.

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An executive secretary position usually requires a high school diploma, though an Associate's Degree is preferred, and three to five years of experience as a general secretary. The candidate should have a working knowledge of computer software programs, such as Microsoft Office, according to Monster. Excellent written and verbal communications skills are necessary, as well as organizational skills.

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According to Pay Scale, the average 2010 hourly rate for an executive secretary with a high school diploma is between $12.94 and $18.46. With an Associate Degree, an executive secretary can earn up to $19.61 per hour.

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