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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. May also train and supervise lower-level clerical staff.

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    Work Activities

    Work Activities

    • File and retrieve corporate documents, records, and reports.
    • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
    • Greet visitors and determine whether they should be given access to specific individuals.
    • Attend meetings to record minutes.
    • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
    • Interpret administrative and operating policies and procedures for employees.
    • 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.
    • Compile, transcribe, and distribute minutes of meetings.
    • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
    • Manage and maintain executives' schedules.
    • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
    • Compile, transcribe, and distribute minutes of meetings.
    • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
    • Provide clerical support to other departments.
    • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
    • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
    • Set up and oversee administrative policies and procedures for offices or organizations.
    • Open, sort, and distribute incoming correspondence, including faxes and email.
    • Open, sort, and distribute incoming correspondence, including faxes and email.
    • Process payroll information.
    • Answer phone calls and direct calls to appropriate parties or take messages.
    • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
    • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
    • Compile, transcribe, and distribute minutes of meetings.
    • Set up and oversee administrative policies and procedures for offices or organizations.
    • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
    • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
    • Prepare responses to correspondence containing routine inquiries.
    • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
    • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

    Skills

    • Reading Comprehension

      Reading work-related information.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Instructing

      Teaching people how to do something.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    • Mathematics

      Using math to solve problems.

    • Writing

      Writing things for co-workers or customers.

    • Programming

      Writing computer programs.

    • Operation and Control

      Using equipment or systems.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Management of Material Resources

      Managing equipment and materials.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Service Orientation

      Looking for ways to help people.

    • Repairing

      Repairing machines or systems using the right tools.

    • Negotiation

      Bringing people together to solve differences.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Coordination

      Changing what is done based on other people's actions.

    • Time Management

      Managing your time and the time of other people.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Social Perceptiveness

      Understanding people's reactions.

    • Speaking

      Talking to others.

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Science

      Using scientific rules and strategies to solve problems.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Technology Design

      Making equipment and technology useful for customers.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Selective Attention

      Paying attention to something without being distracted.

    • Written Expression

      Communicating by writing.

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Near Vision

      Seeing details up close.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Deductive Reasoning

      Using rules to solve problems.

    • Written Comprehension

      Reading and understanding what is written.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Time Sharing

      Doing two or more things at the same time.

    • Oral Comprehension

      Listening and understanding what people say.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Trunk Strength

      Using your lower back and stomach.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Information Ordering

      Ordering or arranging things.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Originality

      Creating new and original ideas.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Category Flexibility

      Grouping things in different ways.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Oral Expression

      Communicating by speaking.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Problem Sensitivity

      Noticing when problems happen.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Night Vision

      Seeing at night or under low light.

    • Speech Clarity

      Speaking clearly.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Far Vision

      Seeing details that are far away.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Speech Recognition

      Recognizing spoken words.

    • Spatial Orientation

      Knowing where things are around you.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    Knowledge

    • English Language

      Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

    • Computers and Electronics

      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Public Safety and Security

      Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • Administrative

      Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Communications and Media

      Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

    • Administration and Management

      Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

    • Economics and Accounting

      Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

    • Sales and Marketing

      Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Customer and Personal Service

      Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

    • Personnel and Human Resources

      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • Chemistry

      Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.

    • Medicine and Dentistry

      Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

    • Mathematics

      Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    Career Video

    Additional videos and more information available on CareerOneStop

    Pay

    • Ohio Annual Salary 61030/yr
    • Typical Salary
    • Ohio Hourly Wage 29.34/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 13,050
    • Yearly Projected Openings 1300

    Typical Education

    Personality

    Conventional: People interested in this work like activities that include data, detail, and regular routines.They do well at jobs that need:
    • Attention to Detail
    • Integrity
    • Dependability
    • Cooperation
    • Adaptability/Flexibility
    • Concern for Others

    Tools

    • Desktop calculator
    • Desktop computers
    • Dictation machines
    • Digital cameras
    • Laser fax machine
    • Liquid crystal display projector
    • Notebook computers
    • Pagers
    • Personal computers
    • Personal digital assistant PDAs or organizers
    • Photocopiers
    • Pocket calculator
    • Portable data input terminals
    • Scanners
    • Special purpose telephones
    • Typewriters

    Technology

    • Accounting software
    • Analytical or scientific software
    • Calendar and scheduling software
    • Cloud-based data access and sharing software
    • Customer relationship management CRM software
    • Data base reporting software
    • Data base user interface and query software
    • Desktop communications software
    • Desktop publishing software
    • Document management software
    • Electronic mail software
    • Enterprise resource planning ERP software
    • Financial analysis software
    • Graphics or photo imaging software
    • Human resources software
    • Information retrieval or search software
    • Internet browser software
    • Inventory management software
    • Medical software
    • Mobile messaging service software
    • Network conferencing software
    • Office suite software
    • Operating system software
    • Presentation software
    • Process mapping and design software
    • Procurement software
    • Project management software
    • Spreadsheet software
    • Time accounting software
    • Video conferencing software
    • Web page creation and editing software
    • Word processing software

    Tags

    • InDemand occupations are considered a priority by the state of Ohio.

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