How to write an Executive Secretary job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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What does an Executive Secretary do?

An Executive Secretary offers administrative support to one or more members of an organization’s management team. Executive Secretaries ensure that daily administrative tasks are handled and that all phone calls go answered and/or returned. Depending on the specific position, an Executive Secretary may also be front-facing and interact with clients or customers in-person. Executive Secretaries schedule meetings and conference calls, and they also manage reports and documentation.

Executive Secretary job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Executive Secretary job titles

  • Executive Secretary
  • Senior Executive Secretary
  • Executive Secretary (with MS Office proficiency)
  • Executive Secretary (Part-Time)
  • Executive Administrative Assistant

Executive Secretary job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of an Executive Secretary job summary

Our company is seeking an Executive Secretary who can provide top-quality administrative support to our senior management team. The Executive Secretary will be responsible for preparing reports for the managerial and executive staff, and serving as liaison between our clients and company management. The ideal candidate for this role is professional and has 2+ years’ experience working in an administrative role with C-level executives. Qualified applicants should submit their resume as soon as possible.

Executive Secretary responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

Examples of Executive Secretary responsibilities

  • Receive calls from customers and either assist them with their questions, or take a message for the proper party
  • Ensure that all bid documents and correspondence to larger clients is properly packaged and prepared for shipment
  • Schedule client conference calls, video conference sessions and meetings in the company conference room
  • Prioritize daily administrative tasks to ensure that projects are completed on time
  • Submit employee time sheets and expenses to payroll each week

Executive Secretary qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Executive Secretary skills

  • Associate Degree in Business Administration required (Bachelor’s degree preferred)
  • 5+ years’ administrative experience
  • Strong computer skills and MS Office proficiency
  • Proven ability to take on a variety of different tasks without becoming overwhelmed
  • Professional and friendly disposition
  • Experience in preparing public bids preferred

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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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