What does an Executive Secretary do?
Published 4 min read
An executive secretary is responsible for providing administrative support to an organization's executives. They may also be responsible for managing projects, coordinating events, and handling customer inquiries.
Executive Secretary job duties include:
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements
Executive Secretary Job Requirements
An Executive Secretary typically needs at least an Associate's degree, although a Bachelor's degree is often preferred. Certification is not always required, but it can be helpful. Many Executive Secretaries have several years of experience working in an administrative capacity.
Executive Secretary Skills
- Communication
- Organization
- Writing
- Proofreading
- Scheduling
- Time management
- Research
- Presentation skills
- Event planning
- Budgeting
- Customer service
Related: Top Executive Secretary Skills: Definition and Examples
How to become an Executive Secretary
Most executive secretaries have at least a high school diploma, although some jobs may require postsecondary education, and most have previous experience working as a secretary or administrative assistant. Many executive secretaries also have certification from professional organizations.
Here are the steps you can take to become an executive secretary:
1. Get a high school diploma or equivalent. While you can become an executive secretary with just a high school diploma, some jobs may require postsecondary education, so consider taking some college courses or completing a degree.
2. Gain experience as a secretary or administrative assistant. Many executive secretaries have previous experience working in an office environment in positions such as secretaries or administrative assistants. This experience will be helpful in understanding the duties of an executive secretary and the inner workings of an office.
3. Consider certification from professional organizations. Although it is not required, many executive secretaries choose to pursue certification from professional organizations such as the International Association of Administrative Professionals (IAAP) or the National Association of Executive Secretaries and Administrative Assistants (NAESAA). Certification can demonstrate your commitment to the profession and improve your chances of getting hired or promoted.
4. Stay up to date on office technology and trends. Because technology is always changing, it is important for executive secretaries to keep up with new office technologies and trends. Staying up to date will make you more efficient in your job and better able to support your boss and other members of the team.
5. Be flexible and adaptable. Because the needs of an office can change quickly, it is important for executive secretaries to be flexible and adaptable. Being able to change gears quickly and handle unexpected tasks or challenges is essential for success in this role.
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