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Summary Report for:
43-6011.00 - Executive Secretaries and Executive Administrative Assistants

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.

Sample of reported job titles: Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Secretary, Executive Administrative Assistant, Executive Assistant, Executive Secretary, Office Manager, Secretary

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Tasks  |  Tools & Technology  |  Knowledge  |  Skills  |  Abilities  |  Work Activities  |  Detailed Work Activities  |  Work Context  |  Job Zone  |  Education  |  Credentials  |  Interests  |  Work Styles  |  Work Values  |  Related Occupations  |  Wages & Employment  |  Job Openings  |  Additional Information

Tasks

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

Find occupations related to multiple tasks

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Tools & Technology

Tools used in this occupation:

  • Desktop calculator — 10-key calculators See more occupations related to this tool.
  • Desktop computers See more occupations related to this tool.
  • Dictation machines — Dictation equipment See more occupations related to this tool.
  • Digital cameras See more occupations related to this tool.
  • Laser fax machine — Laser facsimile machines See more occupations related to this tool.
  • Liquid crystal display projector — Liquid crystal display LCD video projectors See more occupations related to this tool.
  • Notebook computers — Laptop computers See more occupations related to this tool.
  • Pagers See more occupations related to this tool.
  • Personal computers See more occupations related to this tool.
  • Personal digital assistant PDAs or organizers — Personal digital assistants PDA See more occupations related to this tool.
  • Photocopiers — Photocopying equipment See more occupations related to this tool.
  • Pocket calculator — Handheld calculators See more occupations related to this tool.
  • Portable data input terminals — Handheld computers See more occupations related to this tool.
  • Scanners — Data input scanners See more occupations related to this tool.
  • Special purpose telephones — Multi-line telephone systems See more occupations related to this tool.
  • Typewriters — Electric typewriters See more occupations related to this tool.

Technology used in this occupation:

  • Accounting software — Intuit QuickBooks software; Sage Peachtree Premium Accounting for Manufacturing; Sage Peachtree software See more occupations related to this technology.
  • Analytical or scientific software — KAPES software; Micro Estimating FabPlan; MTI Systems Costimator JS See more occupations related to this technology.
  • Calendar and scheduling software — Appointment scheduling software; Workbrain Employee Scheduling See more occupations related to this technology.
  • Customer relationship management CRM software See more occupations related to this technology.
  • Data base reporting software — InetSoft software; Tuppas software See more occupations related to this technology.
  • Data base user interface and query software — Database software; Microsoft Access; RefWorks See more occupations related to this technology.
  • Desktop publishing software — Microsoft Publisher See more occupations related to this technology.
  • Document management software — Records management systems See more occupations related to this technology.
  • Electronic mail software — Email software; Microsoft Outlook See more occupations related to this technology.
  • Enterprise resource planning ERP software — Microsoft Great Plains software; MicroStrategy Report Services; PRONTO Xi; SAP software (see all 9 examples) See more occupations related to this technology.
  • Graphics or photo imaging software — Graphics software See more occupations related to this technology.
  • Human resources software — Questek Humanis; Workflow International Deskflow Enterprise software See more occupations related to this technology.
  • Internet browser software — Web browser software See more occupations related to this technology.
  • Inventory management software — Fish Bowl Inventory software See more occupations related to this technology.
  • Medical software — PCC EHR; PCC Pediatric Partner See more occupations related to this technology.
  • Network conferencing software — Microsoft Office SharePoint Server MOSS See more occupations related to this technology.
  • Office suite software — Microsoft Office software See more occupations related to this technology.
  • Operating system software — Mac OS X See more occupations related to this technology.
  • Presentation software — Microsoft PowerPoint See more occupations related to this technology.
  • Procurement software — Aestiva Purchase Order See more occupations related to this technology.
  • Project management software — Microsoft Project; Microsoft Team Foundation Server See more occupations related to this technology.
  • Spreadsheet software — Microsoft Excel See more occupations related to this technology.
  • Time accounting software — Work Technology WorkTech Time; Workbrain Time and Attendance See more occupations related to this technology.
  • Video conferencing software — Web conferencing software See more occupations related to this technology.
  • Web page creation and editing software — Adobe Systems Adobe Contribute; RefWorks RefShare See more occupations related to this technology.
  • Word processing software — Corel WordPerfect software; Microsoft Word; Transcription software See more occupations related to this technology.

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Knowledge

  • 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. See more occupations related to this knowledge.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. See more occupations related to this knowledge.
  • 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. See more occupations related to this knowledge.
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. See more occupations related to this knowledge.
  • 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. See more occupations related to this knowledge.

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Skills

  • 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. See more occupations related to this skill.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents. See more occupations related to this skill.
  • Speaking — Talking to others to convey information effectively. See more occupations related to this skill.
  • Service Orientation — Actively looking for ways to help people. See more occupations related to this skill.
  • Writing — Communicating effectively in writing as appropriate for the needs of the audience. See more occupations related to this skill.
  • Coordination — Adjusting actions in relation to others' actions. See more occupations related to this skill.
  • Time Management — Managing one's own time and the time of others. See more occupations related to this skill.
  • Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do. See more occupations related to this skill.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. See more occupations related to this skill.
  • Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making. See more occupations related to this skill.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. See more occupations related to this skill.
  • Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one. See more occupations related to this skill.

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Abilities

  • Written Comprehension — The ability to read and understand information and ideas presented in writing. See more occupations related to this ability.
  • Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences. See more occupations related to this ability.
  • Oral Expression — The ability to communicate information and ideas in speaking so others will understand. See more occupations related to this ability.
  • Speech Recognition — The ability to identify and understand the speech of another person. See more occupations related to this ability.
  • Written Expression — The ability to communicate information and ideas in writing so others will understand. See more occupations related to this ability.
  • Near Vision — The ability to see details at close range (within a few feet of the observer). See more occupations related to this ability.
  • Speech Clarity — The ability to speak clearly so others can understand you. See more occupations related to this ability.
  • Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). See more occupations related to this ability.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense. See more occupations related to this ability.
  • Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. See more occupations related to this ability.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). See more occupations related to this ability.
  • Selective Attention — The ability to concentrate on a task over a period of time without being distracted. See more occupations related to this ability.
  • Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways. See more occupations related to this ability.

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Work Activities

  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. See more occupations related to this activity.
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information. See more occupations related to this activity.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. See more occupations related to this activity.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources. See more occupations related to this activity.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time. See more occupations related to this activity.
  • Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail. See more occupations related to this activity.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work. See more occupations related to this activity.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. See more occupations related to this activity.
  • Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events. See more occupations related to this activity.
  • Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests. See more occupations related to this activity.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job. See more occupations related to this activity.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data. See more occupations related to this activity.
  • Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients. See more occupations related to this activity.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others. See more occupations related to this activity.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems. See more occupations related to this activity.
  • Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions. See more occupations related to this activity.
  • Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks. See more occupations related to this activity.
  • Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members. See more occupations related to this activity.
  • Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used. See more occupations related to this activity.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems. See more occupations related to this activity.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. See more occupations related to this activity.

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Detailed Work Activities

  • Execute sales or other financial transactions. See more occupations related to this activity.
  • Maintain medical records. See more occupations related to this activity.
  • Answer telephones to direct calls or provide information. See more occupations related to this activity.
  • Greet customers, patrons, or visitors. See more occupations related to this activity.
  • Order materials, supplies, or equipment. See more occupations related to this activity.
  • Coordinate operational activities. See more occupations related to this activity.
  • Prepare documentation for contracts, transactions, or regulatory compliance. See more occupations related to this activity.
  • Manage clerical or administrative activities. See more occupations related to this activity.
  • Compile data or documentation. See more occupations related to this activity.
  • Explain regulations, policies, or procedures. See more occupations related to this activity.
  • Sort mail. See more occupations related to this activity.
  • Record information from meetings or other formal proceedings. See more occupations related to this activity.
  • Make travel, accommodations, or entertainment arrangements for others. See more occupations related to this activity.
  • Confer with coworkers to coordinate work activities. See more occupations related to this activity.
  • Schedule operational activities. See more occupations related to this activity.
  • File documents or records. See more occupations related to this activity.
  • Develop organizational policies or programs. See more occupations related to this activity.
  • Supervise clerical or administrative personnel. See more occupations related to this activity.
  • Train personnel. See more occupations related to this activity.
  • Prepare business correspondence. See more occupations related to this activity.
  • Distribute incoming mail. See more occupations related to this activity.
  • Read materials to determine needed actions. See more occupations related to this activity.
  • Prepare research or technical reports. See more occupations related to this activity.
  • Transcribe spoken or written information. See more occupations related to this activity.

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Work Context

  • Electronic Mail — 99% responded “Every day.” See more occupations related to this work context.
  • Telephone — 100% responded “Every day.” See more occupations related to this work context.
  • Contact With Others — 82% responded “Constant contact with others.” See more occupations related to this work context.
  • Indoors, Environmentally Controlled — 91% responded “Every day.” See more occupations related to this work context.
  • Face-to-Face Discussions — 76% responded “Every day.” See more occupations related to this work context.
  • Spend Time Sitting — 58% responded “Continually or almost continually.” See more occupations related to this work context.
  • Importance of Being Exact or Accurate — 59% responded “Extremely important.” See more occupations related to this work context.
  • Importance of Repeating Same Tasks — 44% responded “Extremely important.” See more occupations related to this work context.
  • Work With Work Group or Team — 45% responded “Extremely important.” See more occupations related to this work context.
  • Structured versus Unstructured Work — 52% responded “A lot of freedom.” See more occupations related to this work context.
  • Deal With External Customers — 47% responded “Extremely important.” See more occupations related to this work context.
  • Letters and Memos — 56% responded “Once a week or more but not every day.” See more occupations related to this work context.
  • Coordinate or Lead Others — 37% responded “Extremely important.” See more occupations related to this work context.
  • Time Pressure — 49% responded “Once a week or more but not every day.” See more occupations related to this work context.
  • Freedom to Make Decisions — 33% responded “Limited freedom.” See more occupations related to this work context.
  • Duration of Typical Work Week — 76% responded “40 hours.” See more occupations related to this work context.
  • Spend Time Making Repetitive Motions — 49% responded “More than half the time.” See more occupations related to this work context.
  • Sounds, Noise Levels Are Distracting or Uncomfortable — 27% responded “Once a week or more but not every day.” See more occupations related to this work context.
  • Physical Proximity — 36% responded “Slightly close (e.g., shared office).” See more occupations related to this work context.

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Job Zone

Title Job Zone Three: Medium Preparation Needed
Education Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Related Experience Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job Training Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, occupational therapy assistants, and medical assistants.
SVP Range (6.0 to < 7.0)

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Education


Percentage of Respondents
Education Level Required
33   Some college, no degree
28   High school diploma or equivalent Help
26   Associate's degree

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Credentials

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Interests

Interest code: CE

  • Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow. See more occupations related to this interest.
  • Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business. See more occupations related to this interest.

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Work Styles

  • Integrity — Job requires being honest and ethical. See more occupations related to this work style.
  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks. See more occupations related to this work style.
  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations. See more occupations related to this work style.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude. See more occupations related to this work style.
  • Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job. See more occupations related to this work style.
  • Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done. See more occupations related to this work style.
  • Initiative — Job requires a willingness to take on responsibilities and challenges. See more occupations related to this work style.
  • Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations. See more occupations related to this work style.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations. See more occupations related to this work style.
  • Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace. See more occupations related to this work style.
  • Persistence — Job requires persistence in the face of obstacles. See more occupations related to this work style.
  • Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job. See more occupations related to this work style.
  • Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks. See more occupations related to this work style.
  • Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems. See more occupations related to this work style.
  • Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems. See more occupations related to this work style.
  • Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction. See more occupations related to this work style.

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Work Values

  • Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service. See more occupations related to this work value.
  • Support — Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical. See more occupations related to this work value.
  • Working Conditions — Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions. See more occupations related to this work value.

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Related Occupations

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Wages & Employment Trends

Median wages (2014) $24.65 hourly, $51,270 annual
State wages Local Salary Info
 
Employment (2012) 874,000 employees
Projected growth (2012-2022) Little or no change (-2% to 2%) Little or no change (-2% to 2%)
Projected job openings (2012-2022) 105,200
State trends Employment Trends
 
Top industries (2012)

Source: Bureau of Labor Statistics 2014 wage data external site and 2012-2022 employment projections external site. "Projected growth" represents the estimated change in total employment over the projections period (2012-2022). "Projected job openings" represent openings due to growth and replacement.

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Job Openings on the Web

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Sources of Additional Information

Disclaimer: Sources are listed to provide additional information on related jobs, specialties, and/or industries. Links to non-DOL Internet sites are provided for your convenience and do not constitute an endorsement.

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