Job Duties
On a day-to-day basis, an executive secretary is responsible for the following activities:
- Present administrative and office support to different departments
- Schedule meetings and provide conference rooms
- Update manager about cancelations or new meetings
- Look after travel requirements
- Check information requests
- Regulate outgoing mail as well as packages to be picked up
- Make statistical reports and manage spreadsheets
- Prepare confidential documents
- Coordinate various office management projects
- Settle matters of top priority
- Prepare meeting agendas
- Assist in preparing for office budget
- Plan events and volunteer activities
- Maintain office equipment, such as a photocopy machine, scanner, etc
- Guide visitors to the appropriate staff member
- Maintain hard copy as well as an electronic filing system
- Make reports, memos, and presentations using word processing, spreadsheet, database, presentation software and correspond accurately
- Oversee administrative methods and procedures for offices and organizations
- Supervise as well as train other clerical staff
- Evaluate operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
- Comprehend administrative as well as operating policies and procedures for employees
Job Requirements
In terms of qualifications, an executive secretary should have a degree or certification in business. However, there are companies that don’t have strict requirements. They mainly focus on skills and work experience. An idle candidate must have the following skills to be eligible for executive secretary jobs:
- Meticulous understanding of clerical principles
- Strategic thinker
- A healthy knowledge of databases as well as tracking systems
- Excellent organizational skills
- Detail-oriented
- Aptitude to work under pressure and meet strict deadlines
- Profound written as well as verbal communication skills
- High proficiency in Microsoft Office and other business communication software
- Excellent problem-solving skills
- Excellent time management skills
- The ability to multi-task and prioritize work
The development of technology makes individuals more productive. As a result, the duties of an executive secretary are not just limited to traditional staff support work. They also get to frequently take on more responsibilities, that employees in the higher management positions were previously engaged in. These tasks mainly include project research and management, PowerPoint presentations as well as report generation.
