About an Executive Secretary

Executive secretaries have a wide range of responsibilities.

Executive secretaries, sometimes referred to as administrative assistants, are key employees in any organization, often reporting to a president, vice president or chief executive officer. They are responsible for office management and keeping the day-to-day operations running smoothly. They are usually full time and may be employed in corporate offices, health care, legal offices, education, government and small business. The majority of executive secretaries are female (97 percent), according to PayScale.

Qualifications

An executive secretary position typically requires previous experience because of the high level of responsibility that accompanies the job. In many instances a college education may be preferred, according to Education Portal. Individuals must have excellent written and oral communication skills, organizational skills and knowledge of general office equipment such as photocopiers, fax machines and scanners. Required computer and software skills are varied depending upon the organization. Some positions may require familiarity with specific terminology, such as in the medical field.

Responsibilities

Basic responsibilities of an executive secretary include answering phones, preparing correspondence, greeting visitors, making travel arrangements and scheduling appointments and meetings. Education Portal indicates that they are often responsible for confidential documents and information, research and creation of statistical documents and presentations. In some instances, the executive secretary may oversee lower-level employees, according to PayScale.

Salary

According to the Bureau of Labor Statistics, the mean annual wage for an executive secretary or administrative assistant is $44,010 as of May 2009. The report shows that salaries for positions in education as well as local and state government are lower than those in federal government and private industry. PayScale notes that salaries are higher for individuals with degrees in higher education. Typical benefits for this type of position include medical, dental and vision insurance.

Advancement

Advancement is usually achieved by promotion to higher level positions with additional responsibilities, such as managers, supervisors and trainers. Certification through professional organizations, such as the International Association of Administrative Professionals or the Certified Professional Secretary, may also be helpful for advancement opportunities. The Bureau of Labor Statistics indicates that individuals typically complete specific requirement and must pass an examination to receive certification. An example is the designation of Professional Legal Secretary.

Considerations

Executive secretaries do much more than provide traditional office support. They are often expected to work independently and must be prepared to handle a wide variety of tasks, necessitating resourcefulness and the ability to problem solve. Being the first point of contact for organization executives, an executive secretary must present a highly professional image.

References

• Education Portal: Executive Secretary Career Information and Job Description
• PayScale: Hourly Rate Snapshot for Executive Secretary or Administrative Assistant Jobs
• Bureau of Labor Statistics: Executive Secretaries and Administrative Assistants
• Bureau of Labor Statistics: Secretaries and Administrative Assistants