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
Tasks | Technology Skills | Tools Used | 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
- 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.
- Prepare responses to correspondence containing routine inquiries.
- 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.
- Manage and maintain executives' schedules.
- Process payroll information.
- Compile, transcribe, and distribute minutes of meetings.
- Set up and oversee administrative policies and procedures for offices or organizations.
- Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
- Interpret administrative and operating policies and procedures for employees.
- Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
- Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Accounting software — Intuit QuickBooks ; Sage 50 Accounting ; Sage Peachtree Premium Accounting for Manufacturing
- Analytical or scientific software — KAPES; Micro Estimating FabPlan; MTI Systems Costimator JS
- Calendar and scheduling software — Appointment scheduling software; Workbrain Employee Scheduling
- Customer relationship management CRM software — Blackbaud The Raiser's Edge
- Data base reporting software — Inetsoft
- Data base user interface and query software — Data entry software ; FileMaker Pro ; Microsoft Access ; RefWorks
- Desktop publishing software — Adobe Systems Adobe InDesign ; Microsoft Publisher
- Document management software — Adobe Systems Adobe Acrobat ; Records management systems
- Electronic mail software — IBM Notes ; Microsoft Outlook
- Enterprise resource planning ERP software — MicroStrategy Report Services; Oracle PeopleSoft ; PRONTO Xi; SAP (see all 11 examples)
- Financial analysis software — Oracle E-Business Suite Financials
- Graphics or photo imaging software — Adobe Systems Adobe Illustrator ; Adobe Systems Adobe Photoshop ; Graphics software; Microsoft Visio
- Human resources software — Questek Humanis; Workflow International Deskflow Enterprise
- Information retrieval or search software — LexisNexis
- Internet browser software — Web browser software
- Inventory management software — Fishbowl Warehouse
- Medical software — PCC EHR; PCC Pediatric Partner
- Network conferencing software — Microsoft Office SharePoint Server MOSS
- Office suite software — Corel WordPerfect; Microsoft Office
- Operating system software — Mac OS X
- Presentation software — Microsoft PowerPoint
- Procurement software — Aestiva Purchase Order
- Project management software — Microsoft Project ; Microsoft SharePoint ; Microsoft Team Foundation Server; Oracle Primavera Enterprise Project Portfolio Management
- Spreadsheet software — Microsoft Excel
- Time accounting software — Work Technology WorkTech Time; Workbrain Time and Attendance
- Video conferencing software — Web conferencing software
- Web page creation and editing software — Adobe Systems Adobe Contribute; RefWorks RefShare
- Word processing software — Microsoft Word; Transcription software
Hot Technology — a technology requirement frequently included in employer job postings.
- Desktop calculator — 10-key calculators
- Desktop computers
- Dictation machines — Dictation equipment
- Digital cameras
- Laser fax machine — Laser facsimile machines
- Liquid crystal display projector — Liquid crystal display LCD video projectors
- Notebook computers — Laptop computers
- Personal computers
- Personal digital assistant PDAs or organizers — Personal digital assistants PDA
- Photocopiers — Photocopying equipment
- Pocket calculator — Handheld calculators
- Portable data input terminals — Handheld computers
- Scanners — Data input scanners
- Special purpose telephones — Multi-line telephone systems
- Typewriters — Electric typewriters
- 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.
- 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.
- Coordination — Adjusting actions in relation to others' actions.
- Time Management — Managing one's own time and the time of others.
- Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
- Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
- Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Written Comprehension — The ability to read and understand information and ideas presented in writing.
- Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
- Speech Recognition — The ability to identify and understand the speech of another person.
- Written Expression — The ability to communicate information and ideas in writing so others will understand.
- Near Vision — The ability to see details at close range (within a few feet of the observer).
- Speech Clarity — The ability to speak clearly so others can understand you.
- 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).
- Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
- 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.
- Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
- Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
- Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.
- Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
- Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
- 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.
- Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- 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.
- Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
- Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
- Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
- Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
- Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
- Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
- Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.
- Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
- Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
- 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.
Detailed Work Activities
- Prepare research or technical reports.
- Answer telephones to direct calls or provide information.
- Maintain medical records.
- Prepare documentation for contracts, transactions, or regulatory compliance.
- Execute sales or other financial transactions.
- Compile data or documentation.
- Record information from meetings or other formal proceedings.
- Greet customers, patrons, or visitors.
- Read materials to determine needed actions.
- Transcribe spoken or written information.
- Order materials, supplies, or equipment.
- Manage clerical or administrative activities.
- Distribute incoming mail.
- File documents or records.
- Make travel, accommodations, or entertainment arrangements for others.
- Prepare business correspondence.
- Sort mail.
- Develop organizational policies or programs.
- Schedule operational activities.
- Coordinate operational activities.
- Supervise clerical or administrative personnel.
- Train personnel.
- Explain regulations, policies, or procedures.
- Confer with coworkers to coordinate work activities.
- Electronic Mail — 99% responded “Every day.”
- Telephone — 100% responded “Every day.”
- Contact With Others — 82% responded “Constant contact with others.”
- Indoors, Environmentally Controlled — 91% responded “Every day.”
- Face-to-Face Discussions — 76% responded “Every day.”
- Spend Time Sitting — 58% responded “Continually or almost continually.”
- Importance of Being Exact or Accurate — 59% responded “Extremely important.”
- Importance of Repeating Same Tasks — 44% responded “Extremely important.”
- Work With Work Group or Team — 45% responded “Extremely important.”
- Structured versus Unstructured Work — 52% responded “A lot of freedom.”
- Deal With External Customers — 47% responded “Extremely important.”
- Letters and Memos — 56% responded “Once a week or more but not every day.”
- Coordinate or Lead Others — 37% responded “Extremely important.”
- Time Pressure — 49% responded “Once a week or more but not every day.”
- Freedom to Make Decisions — 33% responded “Limited freedom.”
- Duration of Typical Work Week — 76% responded “40 hours.”
- Spend Time Making Repetitive Motions — 49% responded “More than half the time.”
- Sounds, Noise Levels Are Distracting or Uncomfortable — 27% responded “Once a week or more but not every day.”
- Physical Proximity — 36% responded “Slightly close (e.g., shared office).”
|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, travel guides, electricians, agricultural technicians, barbers, nannies, and medical assistants.|
|SVP Range||(6.0 to < 7.0)|
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.
- 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.
- Integrity — Job requires being honest and ethical.
- Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
- Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
- Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
- 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.
- Initiative — Job requires a willingness to take on responsibilities and challenges.
- Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
- Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
- Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
- Persistence — Job requires persistence in the face of obstacles.
- Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
- Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
- Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
- Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
- Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
- 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.
- 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.
- 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.
Wages & Employment Trends
|Median wages (2015)||$25.66 hourly, $53,370 annual|
|Employment (2014)||777,000 employees|
|Projected growth (2014-2024)||Decline (-2% or lower)|
|Projected job openings (2014-2024)||81,900|
|Top industries (2014)|
Source: Bureau of Labor Statistics 2015 wage data and 2014-2024 employment projections . "Projected growth" represents the estimated change in total employment over the projections period (2014-2024). "Projected job openings" represent openings due to growth and replacement.
Job Openings on the Web
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.
- Secretaries and administrative assistants . Bureau of Labor Statistics, U.S. Department of Labor. Occupational Outlook Handbook, 2016-17 Edition.