Executive and administrative assistants work primarily with computers and telephone systems in office environments to liaise with executives both in and outside their companies. A bachelor's degree and proficiency with computers, including Microsoft Word, Excel, PowerPoint, and Access, are generally required for this position. They also interact with customers, secretaries, and other employees on a daily basis, so strong communication skills are important to coordinate meetings and organize large projects.
Secretaries must always maintain a pleasant demeanor, even in times of stress, as a polite and approachable manner is essential to appeal to customers. They must always be ready to represent executives and give a good impression to their clients, and they may occasionally be required to address more serious concerns. Executive/administrative assistants may also coordinate travel and accommodations for business activities, so time-management, and organizational/multitasking skills are highly beneficial for this position. Strong written and verbal communication skills are also important.
Administrative assistants must keep a schedule of appointments between multiple parties and always be prepared to work within the time-constraints of those involved, and a high degree of trustworthiness and discretion is required when dealing with sensitive and confidential information. They must also prepare and distribute memos and e-mails within the office between employees and executives, and working well and coordinating with other representatives and office workers is a very important part of the job.
Executive Secretary or Administrative Assistant 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.