Executive Secretary
An Executive Secretary plays a vital role in assisting top executives within an organization, enhancing their efficiency through high-level administrative support. Unlike traditional secretaries, Executive Secretaries manage a range of responsibilities that include scheduling appointments, organizing meetings, and preparing important documents, necessitating strong organizational and communication skills. Their work environment is typically an office setting, where they collaborate closely with executive staff and interact with a diverse array of individuals, both within and outside the organization.
The position demands a blend of advanced administrative capabilities, professionalism, and discretion, as Executive Secretaries often handle sensitive information and act as gatekeepers for their executives. Typically requiring a high school diploma or equivalent, many employers now prefer candidates with postsecondary education in business or administration, along with relevant experience. The median earnings for Executive Secretaries are approximately $46,010 per year, with job prospects showing a slight decline of around 10%. Those drawn to this career often enjoy strategic roles and possess the ability to maintain confidentiality while managing multiple tasks efficiently.
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Subject Terms
Executive Secretary
Snapshot
Career Cluster(s): Business, Management & Administration
Interests: Writing, communicating with others, being supportive of others, organizing information
Earnings (Yearly Median): $46,010 per year $22.12 per hour
Employment & Outlook: -10% (Decline)
Entry-Level Education High school diploma or equivalent
Related Work Experience Five years
On-the-job-Training Short-term on-the-job training
Overview
Sphere of Work. Executive secretaries assist executives to achieve more, communicate better with employees, and improve personal and organizational efficiency. They achieve this by providing high-level administrative, clerical, and secretarial support to one or more members of an organization’s executive management team. The scope of their responsibilities exceeds that of regular secretarial work because they provide services to top-level management. They may be required to arrange appointments, coordinate with important people, and plan high-priority meetings, events, and projects. They also research and prepare documents and reports, direct or forward confidential communications, and use tact and good judgment at all times.
Work Environment. Executive secretaries usually work in office environments, in close proximity to the executive staff they support. They interact with a team of clerical and administrative personnel, which may be comprised of administrative assistants, clerks, and receptionists. Their daily responsibilities require strong interpersonal, collaborative, and communication skills. Executive secretaries must communicate confidently and appropriately with people at all levels within their organization and from a wide variety of backgrounds outside of their organization. Executive secretaries usually work approximately forty hours per week during normal office hours, but many are called on to work longer hours. Executive secretaries are generally expected to work similar hours to the executive staff they support. Travel may be required in some circumstances. Because executives are ultimately responsible for meeting organizational goals, their secretaries experience job-related stress as project deadlines approach.
Occupation Interest. This occupation attracts those who possess advanced administrative and organizational capabilities along with excellent written and oral communication skills. Sophisticated analytical abilities, high-level communication skills, and excellent people skills must complement solid secretarial skills. Individuals attracted to an executive secretary career generally enjoy working in administrative support roles but wish to be involved at a strategic level. They must be trustworthy enough to keep sensitive information confidential. Their behavior should reflect the level of professionalism demonstrated by the executive staff they support.
A Day in the Life—Duties and Responsibilities. The tasks an executive secretary performs on any given day tend to be determined by the priorities of the executive staff they support. Most days involve a mixture of basic and more sophisticated secretarial duties. Basic secretarial duties may include answering the telephone, organizing appointments, managing a calendar, writing and sending emails, typing written communications, photocopying, filing records, making travel arrangements, and taking notes. An executive secretary’s day is likely to be divided between deskwork and meetings.
The more complex duties of an executive secretary include supervising other secretaries and administrative staff, training groups and individuals, hosting or shadowing high-priority visitors, and coordinating projects, events, and people. They also prepare reports, papers, and budgets.
Executive secretaries are expected to demonstrate an excellent understanding of their organization’s operations, aims, principles, and priorities. They must apply this knowledge when they are researching, organizing, and distilling information to pass along to management. They may be expected to analyze information and make recommendations.
Many of an executive secretary’s daily responsibilities demand diplomacy and good judgment. The executive secretary often acts as a gatekeeper by screening calls and other communications to protect executive staff from unnecessary distractions. They respond to communications on behalf of the staff they support, work with important people, and attend meetings or events as a representative of the organization’s executive. An executive secretary must also have an eye for detail and accuracy. They may be expected to proofread and pre-screen legal and other important documents prior to obtaining the executive’s signature.
Work Environment
Immediate Physical Environment. Office settings predominate. Executive secretaries usually work in close proximity to the executive staff they support. The specific physical environment is influenced by the size and type of the employer and industry.
Human Environment. Executive secretarial work demands strong teamwork and collaborative skills. Executive secretaries interact on a daily basis with a wide range of people within and outside of their place of employment. They are likely to interact with people at all levels and from diverse backgrounds. The role demands excellent oral and written communication skills, including fluency, empathy, diplomacy, and good judgment.
Technological Environment. Standard office technologies include computers, telephones, email, photocopiers, fax machines, and the Internet. Executive secretaries are required to be competent in the use of word processing programs, contact management software, spreadsheets, and presentation programs. They also need to use specialized systems, such as databases and enterprise-wide resource platforms. Fast, accurate typing skills are essential.
Education, Training, and Advancement
High School/Secondary. High school students can best prepare for a career as an executive secretary by taking courses in English language and composition and applied communication subjects, such as business writing. Foreign languages may also be advantageous as an increasing number of employers work in cross-cultural contexts. Studies in applied mathematics and accounting would provide a foundation for the statistical and analytical requirements of the role. Computer courses are highly beneficial, as are shorthand skills.
Involvement in part-time administrative or clerical work while still in high school is an excellent way to gain entry-level experience in the secretarial profession.
Postsecondary. Historically, executive secretarial work has not required formal postsecondary educational qualifications. However, an increasing number of employers now expect executive secretaries to possess an associate’s or bachelor’s degree in business, administration, or other relevant fields. On-the-job experience, along with relevant industry knowledge, is also very important.
Opportunities for career advancement depend largely on the size and type of organization in which the candidate works and their accumulated experience. Larger organizations are likely to provide more scope for growth and greater compensation.
Related Occupations
− Bookkeeping, Accounting, and Auditing Clerks
− Medical Records and Health Information Technicians
− Paralegals and Legal Assistants
Bibliography
“Secretaries and Administrative Assistants.” Occupational Outlook Handbook. Bureau of Labor Statistics, US Department of Labor, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm. Accessed 26 Aug. 2024.
“Occupational Employment and Wages, May 2023: 43-6011 Executive Secretaries and Executive Administrative Assistants.” Occupational Employment Statistics. Bureau of Labor Statistics, US Department of Labor, 3 Apr. 2024, www.bls.gov/oes/current/oes436011.htm. Accessed 26 Aug. 2024.