Executive Secretaries

Career summary

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Executive secretaries have a variety of duties. They may:

• Conduct research
• Manage projects
• Prepare reports
• Plan conferences
• Arrange conference calls
• Oversee office staff and services

Executive secretaries also perform clerical tasks. They schedule meetings and read and respond to letters and memos. They create and maintain office files. They operate office equipment, such as photocopiers. In addition, they may train office staff in these tasks.

Executive secretaries use computer software to manage data. They use spreadsheet programs to arrange and compute numbers. They use database software to organize data and create tables. They also produce finished documents, such as reports.

Executive secretaries often work as part of a team and assist more than one manager in an office. In some offices executive secretaries are called administrative assistants.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Legal Secretaries
• Medical Scientists
• Office Managers
• Receptionists
• Secretaries

Military careers

• Administrative Support Specialists

Job duties

Task list

The following list of tasks is specific to executive secretaries.

• Manage and coordinate the schedules of executives. Make travel arrangements.
• Prepare office documents, such as invoices, reports, or financial statements using computers.
• Screen incoming mail, calls, and visitors.
• Perform general office duties, such as filing, supply orders, and bookkeeping.
• Schedule and plan meetings. Create agendas and take notes during meetings.
• Research and gather data for executives to use.
• Coordinate and direct office staff and services for the executive.
• Meet with individuals or groups on behalf of executive.
• Operate office equipment, such as computers, fax machines, and complex phone systems.
• Train other staff in office policies and procedures. May also provide training in technology, such as computer software programs.
• May process payroll information.

Common work activities

Executive secretaries perform the following tasks. These tasks are common to many careers.

• Communicate with supervisors, peers, or subordinates
• Establish and maintain relationships
• Get information needed to do the job
• Organize, plan, and prioritize work
• Communicate with people outside the organization
• Perform administrative tasks
• Use computers
• Schedule work and activities
• Update and use job-related knowledge
• Process information
• Identify objects, actions, and events
• Document and record information
• Think creatively
• Make decisions and solve problems
• Assist and care for others
• Monitor events, materials, and surroundings
• Evaluate information against standards
• Coordinate the work and activities of others
• Resolve conflicts and negotiate with others
• Perform for or work with the public

Work requirements

Working conditions

In a typical work setting, executive secretaries:

Interpersonal relationships

• Have a high level of social contact. They work closely with executives and other office staff.
• Are responsible for the work outcomes of the people they supervise.
• Communicate with people daily by telephone, e-mail, and in person.
• Write letters and memos daily.
• Are occasionally placed in conflict situations in which others may become rude or unpleasant.
• Work as part of a team.

Physical work conditions

• Always work indoors.
• Work somewhat close to other people, such as when sharing office space.

Work performance

• Must be very exact in their work. Errors could cost the company money.
• Repeat the same physical activities, such as entering data into a computer.
• Meet strict weekly deadlines weekly.
• Rarely consult a supervisor before setting tasks and goals.
• Often make decisions that affect the image of their employer.
• Can make most decisions without talking to a supervisor.

Hours/travel

• Usually work a standard 40-hour week.
• May work evenings or weekends to meet deadlines.

Physical demands

Executive secretaries frequently:

• Sit for long periods of time.
• Use their hands to handle, control, or feel objects, tools, or controls.
• Repeat the same movements.

It is important for executive secretaries to be able to:

• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.

It is not as important, but still necessary, for executive secretaries to be able to:

• See details of objects that are more than a few feet away.
• Use fingers to grasp, move, or assemble very small objects.
• Focus on one source of sound and ignore others.
• Make fast, repeated movements of fingers, hands, and wrists.

Skills and abilities

Executive secretaries need to:

Communicate

• Read and understand work-related materials.
• Understand spoken information.
• Speak clearly so listeners can understand.
• Understand written information.
• Listen to others and ask questions.
• Write clearly so other people can understand.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Notice when something is wrong or is likely to go wrong.
• Develop rules that group items in various ways.
• Understand new information or materials by studying and working with them.
• Use reasoning to discover answers to problems.
• Judge the costs and benefits of a possible action.
• Combine several pieces of information and draw conclusions.
• Think of original, unusual, or creative ways to solve problems.
• Concentrate and not be distracted while performing a task.
• Think of new ideas about a topic.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Work with people

• Look for ways to help people.
• Change behavior in relation to others' actions.
• Be aware of others' reactions and understand the possible causes.
• Solve problems by bringing others together to discuss differences.

Perceive and visualize

• Quickly and accurately compare letters, numbers, objects, pictures, or patterns.
• Identify a pattern (a figure, object, word, or sound) that is hidden in distracting material.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Administrative Assistant and Secretarial Science
• Executive Secretarial Studies

Other programs of study to consider

• Office Management
• Office Support

Training

To work as an executive secretary, you typically need to:

• have a high school diploma or equivalent; and
• have one to five years of related work experience.

Education after high school

Some executive secretaries have formal training beyond high school. Many get a degree in office administration. These programs last one or two years and are offered by professional-technical, business, and two-year schools.

Shorter training programs in office and computer skills are also available. You need basic office skills such as accounting, word processing, recordkeeping, and filing. You also need excellent spelling, punctuation, and grammar. In addition, you must know how to search for information on the Internet. You should know how to use database and spreadsheet software.

Work experience

Most people prepare for this occupation by working up to it. You can work your way up through secretarial jobs, learning new skills at each one. Eventually, you have enough knowledge and experience to move into an executive secretary position.

On-the-job training

This field changes rapidly. Thus, many employers provide training in the newest office technologies and software.

Military training

Some branches of the military train people to be administrative support specialists. Training lasts for six to ten weeks, depending on your specialty. Additional training occurs on the job.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Introduction to Business
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers usually require strong computer skills. They require applicants to be skilled in the use of word processing, spreadsheet, and database software. Employers often prefer applicants who have experience with newer technology, such as scanners and Internet search engines. Employers prefer to hire executive secretaries who have good judgment and the ability to organize. Good writing and people skills are required for secretaries at any level.

Costs to workers

Workers may wish to join a professional association and pay annual dues. Additional costs may include buying appropriate business attire. Some workers may pay for professional development continuing education.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Executive Secretaries and Administrative Assistants 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary depending on a secretary's skill, experience, and level of responsibility.

Benefits also vary. Most full-time executive secretaries earn typical benefits. These include paid vacation, sick leave, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Colleges, universities, and career training schools
• Hospitals
• Local and state government agencies

National outlook

Demand for executive secretaries is expected to decline. Duties once performed by executive secretaries are now done by lower-level secretaries.

Most openings are due to people retiring. The best job prospects are for those with experience. Despite the decline in job growth this is a very large occupation and there will be many job openings. 

Other resources

Association of Executive and Administrative Professionals 
900 South Washington Street, Suite G-13
Falls Church, VA 22046
703.237.8616

Careers in the Military 

International Association of Administrative Professionals 
10502 North Ambassador Drive, Suite 100
Kansas City, MO 64153
816.891.6600

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Executive Secretaries and Executive Administrative Assistants (43-6011.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

DOT occupations

• Administrative Assistant (169.167-010) 
• Administrative Secretary (169.167-014) 

Holland occupational cluster

• Conventional/Enterprising/Social

COPSystem

• Clerical