Executive Secretaries and 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.

Job Task

• Attend meetings in order to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
• Greet visitors and determine whether they should be given access to specific individuals.
• Make travel arrangements for executives.
• Manage and maintain executives' schedules.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Supervise and train other clerical staff.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• File and retrieve corporate documents, records, and reports.
• 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.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Set up and oversee administrative policies and procedures for offices and/or organizations.

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