Expand mobile version menu

Administrative Assistant/Executive Secretary  What They Do

Just the Facts

Executive Secretaries and Executive Administrative Assistants Career Video

Provides 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.

This career is part of the Business, Management and Administration cluster Administrative Support pathway.

A person in this career:

  • Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Answers phone calls and directs calls to appropriate parties or take messages.
  • Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards of directors.
  • Attends meetings to record minutes.
  • Greets visitors and determines whether they should be given access to specific individuals.
  • Reads and analyzes incoming memos, submissions, and reports to determine their significance and plans their distribution.
  • Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Files and retrieves corporate documents, records, and reports.
  • Makes travel arrangements for executives.
  • Opens, sorts, and distributes incoming correspondence, including faxes and email.

Insider Info

Dig into the details and check out what people in this job have to say about their work.

Working Conditions and Physical Demands

People who do this job report that:

  • You would sit most of the time. There's some walking and standing. You may have to lift and carry things like books, papers or tools weighing 10 lbs. or less.
  • Work in this occupation requires being inside most of the time
  • Sound and noise levels are loud and distracting
  • Work in this occupation involves making repetitive motions more than one-third of the time
  • Work in this occupation involves sitting more than one-third of the time

Working in this career involves (physical activities):

  • Seeing clearly up close
  • Speaking clearly enough to be able to be understood by others
  • Identifying and understanding the speech of another person

Work Hours and Travel

  • Regular working hours and limited travel

Specialty and Similar Careers

Careers that are more detailed or close to this career:

  • Executive Assistant -- Coordinates administrative procedures, public relations activities and research and analysis functions for members of legislative assemblies, ministers, deputy ministers, corporate officials and executives, committees and boards of directors.
  • Executive Secretary -- Provides high-level administrative support to an executive or a high-ranking official of a company or organization.
  • Office Administrator -- Performs administrative and management tasks, including allocating work assignments, setting deadlines, maintaining office equipment, ordering office supplies, training employees, evaluating work performance and formulating and implementing company polici
  • Personal Assistant -- Coordinates office activities and performs administrative and clerical work, including scheduling business meetings, setting appointments and ensuring that all memos and correspondences are received. Some may also keep track of administrators' personal li
  • Secretary -- Schedules appointments, gives information to callers, composes and types routine correspondences, reads and routes incoming mail, files records, and other various clerical duties.