Occupation information for Executive Secretaries and Executive Administrative Assistants United States

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Typical education needed for entry: High school diploma or equivalent

Typical work experience needed for a job in this occupation: Less than 5 years work experience

Typical on-the-job training once you have a job in this occupation: No on-the-job training

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• 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.
• 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.

Tools:

• Desktop calculator
• Desktop computers
• Dictation machines
• Digital cameras
• Scanners

Technology:

• Data base user interface and query software
• Enterprise resource planning ERP software
• Graphics or photo imaging software
• Web page creation and editing software
• Word processing software

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