An executive secretary works closely with a company executive, helping to make their job easier and providing them with administrative assistance. The daily job responsibilities vary depending on variables such as the size of the company and the specific needs of the executive. Many executive secretaries perform the same job functions as other types of secretaries, such as producing charts and diagrams for meetings, maintaining records and files, making travel arrangements for their boss, and monitoring the office budget.
However, being an executive secretary may mean greater amount of job status and much more responsibility. In some cases, after years of experience and through building solid relationships, executive secretaries can be given managerial responsibilities such as hiring office personnel, preparing budgets and reports, ensuring compliance with organizational rules, and planning and participating in meetings.
An executive secretary must have good communication skills, the ability to keep thorough and precise records, basic computer skills, and the ability to type rapidly.
Executive Secretary Tasks
- Conduct research, prepare correspondence, expense and statistical reporting.
- Schedule travel, appointments and meetings.
- Supervise clerical staff.
- Screen phone calls, emails, mail and visitors; route and resolve information requests.
- Coordinates space and office organization, and special projects.