Executive Secretaries and Executive Administrative Assistants

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About the Job

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.

It is also Called

  • Trust Manager Assistant
  • Staff Assistant
  • Secretary to the Vice President
  • Scheduler
  • Protocol Officer
  • Project Assistant
  • Program Support Specialist
  • Program Support Assistant
  • Personal Secretary
  • Personal Assistant
show all

What They Do

  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Compile, transcribe, and distribute minutes of meetings.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
  • Set up and oversee administrative policies and procedures for offices or organizations.
  • Interpret administrative and operating policies and procedures for employees.
  • Process payroll information.
  • Attend meetings to record minutes.
  • Provide clerical support to other departments.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Interests

People who work in this occupation generally have the interest code: C.

This means people who work in this occupation generally have Conventional interests.

Work Values

People who work in this occupation generally prize Relationships, but also value Support and Working Conditions in their jobs.

Things They Need to Know

  • 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.

Things They Need to Be Able to Do

  • 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.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Education Required

Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.

Wages

In 2016, the average annual wage in Pennsylvania was $57,190 with most people making between $34,900 and $81,600

Outlook

0.00%
avg. annual growth

During 2014, this occupation employed approximately 24,490 people in Pennsylvania. It is projected that there will be 22,930 employed in 2024.

This occupation will have about 0 openings due to growth and about 260 replacement openings for approximately 260 total annual openings.



Pennsylvania Department of Education