Executive Secretary Job Description: Top Duties and Qualifications

An Executive Secretary, or Executive Assistant, is responsible for supporting the daily job duties of a company Executive or Administrator. Their duties include maintaining an Executive’s appointment calendar, proofreading documents before they go out to company employees or stakeholders and answering phone calls or emails on the Executive’s behalf.

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Executive Secretary duties and responsibilities

An Executive Secretary performs many administrative support, organizational and customer service tasks to ensure the professionals they assist have all of the resources they need. Their duties and responsibilities include:

  • Answering phones and directing the calls to the correct people
  • Greeting visitors and directing them to the appropriate place
  • Managing multiple or complex calendars for meetings, travel and personal commitments
  • Making travel arrangements for in-office professionals and a special visitors
  • Sitting in on meetings to take minutes
  • Creating memos, reports and agendas as needed
  • Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory
  • Preparing financial statements, invoices, letters and statements
  • Disseminating memos, reports and other information to relevant colleagues
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Executive Secretary Job Description Examples

 

Example 1

Please READ Before Applying.

Remote or telework is not available for this job position.

Job is upheld to a 90-day probationary period. Please do not call our office in regards to your resume. You will receive a call if we are interested in setting up a interview with you. Thank you.

If selected: Covid testing will be required prior to interview or before start date.

The Executive Secretary performs a wide range of administrative and office support activities for managers to facilitate the efficient operation of the organization. Maintains office operations by receiving and distributing communications; maintaining supplies and equipment; picking up and delivering items; serving customers.

Responsibilities and job profile of an Executive Secretary are as follows:
  • Manage all software used to complete estimating/office duties.
  • Manage all new software that would be introduced in order to complete office procedures, expansion, and client accommodations.
  • Learn about landscaping operations to provide accurate information to clients including plant species, environmental work, insects, etc.
  • Conduct out of office job-site visit
  • Compose contracts from blueprints.
  • Prepare submittals for each project
  • Answers, screens, and transfers inbound phone calls.
  • Receive and direct visitors and clients.
  • General clerical duties including photocopying, fax, and mailing.
  • Maintain electronic and hard copy filing system.
  • Retrieve documents from email and filing system.
  • Handle request for information and data
  • Prepare written responses to routine inquiries.
  • Prepare and modify documents including contracts, correspondence, reports, drafts, memos and emails.
  • Maintain office supply inventories.

  • Provide administrative and clerical support to departments or individuals.
  • Schedule meetings and arrange conference rooms.
  • Alert manager about cancelations or new meetings.
  • Manage travel and schedule.
  • Handle information requests.
  • Prepare correspondence and stuff mail into envelopes.
  • Prepare statistical reports.
  • Manage spreadsheets.
  • Determine matters of top priority and handle accordingly.
  • Prepare agenda for meetings.
  • Maintain office procedures.
  • Operate office equipment, such as photocopy machine and scanner.
  • Receive and relay telephone messages.
  • Direct the general public to the appropriate staff member.
  • Maintain hard copy and electronic filing system.

    Requirements:
  • 7 years experience or more
  • A background in construction is highly recommended
  • A background in prior Office Assistant position highly recommended
  • A background in mathematics is highly recommended

    Job Type: Full-time

    Pay: $15.00 - $22.00 per hour

    Schedule:
  • 8 hour shift

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Microsoft Office: 1 year (Required)
  • Administrative Experience: 7 years Location: One location
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    Example 2

    We are looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.

    Responsibilities
  • Act as the point of contact between the owner and internal/external clients
  • Undertake the tasks of receiving calls, take messages and routing correspondence
  • Handle requests and queries appropriately
  • Maintain calendar, arrange meetings and appointments and provide reminders
  • Make travel arrangements
  • Data entry
  • Produce reports, presentations and briefs
  • Develop and carry out an efficient documentation and filing system

    Skills
  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office
  • Proficiency in English
  • Exemplary planning and time management skills
  • Ability to multitask and prioritize daily workload
  • High level verbal and written communications skills
  • Discretion and confidentiality
  • High School degree; additional qualification as personal assistant would be considered an advantage

    Job Type: Part-time

    Pay: $17.00 - $19.00 per hour

    Schedule:
  • Monday to Friday

    Ability to commute/relocate:
  • Lexington, KY 40513: Reliably commute or planning to relocate before starting work (Preferred)

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Microsoft Powerpoint: 3 years (Preferred)
  • Microsoft Excel: 3 years Location: One location
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    Example 3

    We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks. Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

    Responsibilities
  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned

    Skills
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality
  • Degree in business administration or relative field

    Job Type: Full-time

    Pay: $18.00 - $25.00 per hour

    Benefits:
  • Paid time off
    Schedule:
  • 8 hour shift
  • Monday to Friday
  • Weekend availability

    COVID-19 considerations:
    Wearing of mask is mandatory.

    Ability to commute/relocate:
  • Los Angeles, CA 91436: Reliably commute or planning to relocate before starting work (Required)

    Education:
  • Bachelor's (Required)

    Experience:
  • Microsoft Excel: 3 years Location: One location
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    Example 4

    We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks. Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

    Responsibilities
  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executive
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned

    Skills
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality

    Job Types: Full-time, Part-time

    Pay: $12.00 - $29.00 per hour

    Benefits:
  • 401(k)
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Paid time off
    Schedule:
  • Monday to Friday

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Microsoft Excel: 5 years Location: One location
    • Show less 
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    What does an Executive Secretary do?

    Executive Secretaries typically work for corporations to provide administrative support and ensure a productive work environment. They greet office visitors and remind Executives about important deadlines or meetings. Their job is to work closely with an Executive to complete clerical duties and perform market research or data analysis tasks when Executives have more complex duties to attend to. They may also need to take notes during meetings with upper management, type up meeting minutes and email them to attendees after meetings.

    Executive Secretary skills and qualifications

    Executive Secretaries need a variety of soft skills to provide the most comprehensive support they can. These skills and qualifications often include:

    • Excellent time management and organization skills, especially the ability to prioritize and multitask
    • Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors and clients or guests
    • Professional writing capabilities, including emails, memos, letters and other industry-related reports, documents and correspondence
    • Project management skills, like goal-setting, budget management and planning
    • Great customer service and interpersonal skills
    • Good computer skills, including basic troubleshooting skills and
    • Familiarity with word processing software for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations
    • In-depth understanding of the industry or office they work in

    Executive Secretary salary expectations

    An Executive Secretary makes an average of $18.40 per hour. Pay rate may depend on level of education, experience and geographical location.

    Executive Secretary education and training requirements

    Entry-level candidates likely have at least a high school diploma or GED. Some candidates may have completed technical courses in professional and administrative skills like business writing, data processing and bookkeeping. Others may have an associate or bachelor’s degree in business administration, communication or liberal arts, but having a degree in any discipline is a valuable qualification for all candidates. Previous training in business communication, industry-specific processes, organizational software, bookkeeping, data entry are also beneficial.

    Executive Secretary experience requirements

    Entry-level candidates may have previous experience in customer service or administrative support roles, while others may only have completed education. Organizations willing to train candidates on general administrative support tasks and office-specific duties should consider entry-level candidates with their preferred level of education and little previous experience. In fast-paced offices with complex needs, a candidate with years of experience in administrative support may be required. For roles that involve industry-specific tasks, previous experience in that industry may be beneficial. 

    Job description samples for similar positions

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    Frequently asked questions about Executive Secretaries

     

    What is the difference between an Executive Secretary and an Administrative Assistant?

    Although Executive Secretaries and Administrative Assistants have similar job duties, there are a few ways to distinguish between these two roles. The main difference between an Executive Secretary and an Administrative Assistant is that Executive Secretaries perform more clerical work for one or more Executives. In contrast, Administrative Assistants can assume leadership roles in the absence of Executives or Administrators and delegate tasks among office workers on their behalf. 

    Further, Administrative Assistants typically have more industry-related experience that allows them to oversee business operations and manage office budgets.

     

    What are the daily duties of an Executive Secretary?

    On a typical day, an Executive Secretary arrives to the office before the Executive or group of Executives. They check their email and voicemail to provide Executives with time-sensitive messages once they arrive. They also review the calendar to make a note of any appointments, meetings or deadlines to notify the Executive about. They greet office workers as they arrive for the day and meet with the Executive to relay information and remind them of their appointments. 

    Throughout the day, they take phone calls, schedule appointments, make copies and receive faxes for the Executive. They also sit-in on meetings with Executives to take notes. Executive Secretaries use downtime to create PowerPoint presentations and important documents as instructed by the Executive.

     

    What qualities make a good Executive Secretary?

    A good Executive Secretary prioritizes organization. Being well-organized helps Executive Secretaries monitor an Executive’s appointments and maintain organized filing systems for quick information recall. Executive Secretaries should also have a personable nature as they participate in daily interactions with company clients, stakeholders and other executives. 

    Further, a good Executive Secretary maintains confidentiality in their daily work life and beyond. This is because they may participate in meetings or receive emails, phone calls and faxes regarding classified company information. For this reason, they need to be able to practice discretion around lower-level employees and members of the public.

     

    What should you look for on an Executive Secretary resume?

    When reviewing resumes for an Executive Secretary position, you should make sure to compare the skills, education and previous work experience of each candidate to the qualifications outlined in the job description. For example, you can narrow your pool of candidates by only looking closely at candidates who have a bachelor’s level education per the job description requirements.

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