Executive Secretaries and Executive Administrative Assistants

What do executive secretaries and executive administrative assistants do?

Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

This describes a U.S. occupation, not a live vacancy. Individual employers may use different titles and requirements.

Job titles to recognize in your search

O*NET reports these titles for this occupation. Compare the responsibilities in each posting before treating titles as equivalent.

• Administrative Aide
• Administrative Assistant
• Administrative Associate
• Administrative Coordinator
• Administrative Secretary
• Administrative Specialist
• Executive Administrative Assistant
• Executive Assistant

Core tasks to compare with a job posting

• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Prepare an application for this occupation

1. Check the employer’s requirements, location, schedule and any licenses against your situation.
2. Choose two or three tasks above that match the posting and your actual experience.
3. Build a resume evidence worksheet using the skills and software relevant to that employer.
4. Practice explaining your contribution, decisions and results before an interview.

Explore related occupations

• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
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• Office Clerks, General
• First-Line Supervisors of Office and Administrative Support Workers
• Human Resources Assistants, Except Payroll and Timekeeping