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Executive Secretaries and Executive Administrative Assistants

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Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

    Work Activities
    • 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.
    • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
    • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
    • Interpret administrative and operating policies and procedures for employees.
    • File and retrieve corporate documents, records, and reports.
    • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
    • Set up and oversee administrative policies and procedures for offices or organizations.
    • Provide clerical support to other departments.
    • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
    • Compile, transcribe, and distribute minutes of meetings.
    • Attend meetings to record minutes.
    • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
    • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
    Skills
    • Active Listening

      Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

    • Reading Comprehension

      Understanding written sentences and paragraphs in work related documents.

    • Speaking

      Talking to others to convey information effectively.

    WorkKeys®
    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4
    Abilities
    • Oral Comprehension

      The ability to listen to and understand information and ideas presented through spoken words and sentences.

    • Oral Expression

      The ability to communicate information and ideas in speaking so others will understand.

    • Speech Recognition

      The ability to identify and understand the speech of another person.

    Knowledge
    • Clerical

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

    • English Language

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

    • 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.

    Career Video
    Additional videos and more information available on CareerOneStop
    Pay
    • Ohio Annual Salary $56,140/yr
    • Typical Salary
    • Ohio Hourly Wage $26.99/hr
    • Typical Hourly Wage
    Ohio Employment Trends
    • Currently Employed 21,740
    • Yearly Projected Openings 1,660
    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
    • Special purpose telephones
    • Scanners
    • Personal digital assistant PDAs or organizers
    • Pagers
    • Notebook computers
    Technology
    • Project management software
    • Office suite software
    • Graphics or photo imaging software
    • Enterprise resource planning ERP software
    • Accounting software
    Tags
    • InDemand occupations are considered a priority by the state of Ohio.