Executive Secretaries and Executive Administrative Assistants

Tasks

Core Tasks Include:

• Manage and maintain executives' schedules.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings to record minutes.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Provide clerical support to other departments.

Supplemental Tasks Include:

• Compile, transcribe, and distribute minutes of meetings.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
• Set up and oversee administrative policies and procedures for offices or organizations.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Interpret administrative and operating policies and procedures for employees.
• Process payroll information.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

The data sources for the information displayed here include: O*NET™. (Using onet291)