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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

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

    Skills

    • Time Management

      Managing your time and the time of other people.

    • Science

      Using scientific rules and strategies to solve problems.

    • Management of Material Resources

      Managing equipment and materials.

    • Reading Comprehension

      Reading work-related information.

    • Mathematics

      Using math to solve problems.

    • Social Perceptiveness

      Understanding people's reactions.

    • Instructing

      Teaching people how to do something.

    • Programming

      Writing computer programs.

    • Operations Monitoring

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

    • Active Listening

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

    • Speaking

      Talking to others.

    • Coordination

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

    • Negotiation

      Bringing people together to solve differences.

    • Service Orientation

      Looking for ways to help people.

    • Operations Analysis

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

    • Learning Strategies

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

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Technology Design

      Making equipment and technology useful for customers.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Systems Evaluation

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

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Monitoring

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

    • Writing

      Writing things for co-workers or customers.

    • Critical Thinking

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

    • Complex Problem Solving

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

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Equipment Selection

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

    • Operation and Control

      Using equipment or systems.

    • Troubleshooting

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

    • Repairing

      Repairing machines or systems using the right tools.

    • Judgment and Decision Making

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

    • Systems Analysis

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

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Selective Attention

      Paying attention to something without being distracted.

    • Rate Control

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

    • Reaction Time

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

    • Extent Flexibility

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

    • Visualization

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

    • Oral Comprehension

      Listening and understanding what people say.

    • Oral Expression

      Communicating by speaking.

    • Category Flexibility

      Grouping things in different ways.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Near Vision

      Seeing details up close.

    • Glare Sensitivity

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

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Written Comprehension

      Reading and understanding what is written.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Originality

      Creating new and original ideas.

    • Deductive Reasoning

      Using rules to solve problems.

    • Inductive Reasoning

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

    • Information Ordering

      Ordering or arranging things.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Far Vision

      Seeing details that are far away.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Night Vision

      Seeing at night or under low light.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Auditory Attention

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

    • Sound Localization

      Noticing the direction that a sound came from.

    • Perceptual Speed

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

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Gross Body Coordination

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

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Time Sharing

      Doing two or more things at the same time.

    • Wrist-Finger Speed

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

    • Dynamic Flexibility

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

    • Written Expression

      Communicating by writing.

    • Problem Sensitivity

      Noticing when problems happen.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Depth Perception

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

    • Speech Recognition

      Recognizing spoken words.

    • Control Precision

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

    • Manual Dexterity

      Holding or moving items with your hands.

    • Spatial Orientation

      Knowing where things are around you.

    • Multilimb Coordination

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

    • Stamina

      Exercising for a long time without getting out of breath.

    • Response Orientation

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

    • Trunk Strength

      Using your lower back and stomach.

    • Speech Clarity

      Speaking clearly.

    Knowledge

    • Economics and Accounting

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

    • 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.

    • Mechanical

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

    • Mathematics

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

    • 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.

    • 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.

    • English Language

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

    • 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.

    • 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.

    • Production and Processing

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

    • Food Production

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

    • 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.

    • Design

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

    • 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.

    • 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.

    • Sociology and Anthropology

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

    • 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.

    • 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.

    • History and Archeology

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

    • 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.

    • Law and Government

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

    • Transportation

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

    • 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.

    • 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.

    • Computers and Electronics

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

    • 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.

    • Biology

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

    • 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.

    • 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.

    • Fine Arts

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

    • 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.

    • Telecommunications

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

    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 10,320
    • Yearly Projected Openings 970

    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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