Executive Secretaries and Executive Administrative Assistants

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This occupation is part of the Office and Administrative Support cluster

About the Job

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.

It is also Called

  • Administrative Aide
  • Administrative and Technical Specialist
  • Administrative Assistant
  • Administrative Associate
  • Administrative Coordinator
  • Administrative Liaison
  • Administrative Office Assistant
  • Administrative Office Specialist
  • Administrative Officer
  • Administrative Secretary

What They Do

  • 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.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
  • Attend meetings to record minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.

Interests

People who work in this occupation generally have the interest code: CE.

This means people who work in this occupation generally have Conventional interests, but also prefer Enterprising environments.

Work Values

People who work in this occupation generally prize Relationships, but also value Support and Working Conditions in their jobs.

Things They Need to Know

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

Things They Need to Be Able to Do

  • 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.
  • Service Orientation - Actively looking for ways to help people.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Time Management - Managing one's own time and the time of others.
  • Coordination - Adjusting actions in relation to others' actions.

Additional Resources


Education Required

Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.

Wages

In 2012, the average annual wage in California was $56,180.00 with most people making between $34,990.00 and $80,910.00

Outlook

1.42%
avg. annual growth

During 2010, this occupation employed approximately 144,600 people in California. It is projected that there will be 165,200 employed in 2020.

This occupation will have about 2,060 openings due to growth and about 1,940 replacement openings for approximately 4,000 total annual openings.

Common College Majors

Industries that Employ this Occupation

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