Occupation Details
Executive Secretaries and Executive Administrative Assistants
Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
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Interests
Enterprising
Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Conventional
Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Work Values
Working Conditions
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Relationships
Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support
Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Salary & Job Outlook
Starting Salary
$59,040.00
New York StateMedian Salary
$80,870.00
New York StateExperienced Salary
$94,700.00
New York StateNational Average for Comparison
New York State Job Market Outlook
Jobs Right Now (2018)
94,740
professionals in NYFuture Job Growth (2030)
86,040
+-870 jobs/yearNew Jobs Every Year
8,776
new opportunities yearlyGrowth Rate
-0.1%
projected increasePreparation: Experience, Training, and Education
The list below outlines the prior educational experience required to perform in this occupation.
College Helps - Some college classes or training
Experience Requirements
Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Education Requirements
Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Training Details
Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Transferrable Skills and Experience
These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include hydroelectric production managers, desktop publishers, electricians, agricultural technicians, barbers, court reporters and simultaneous captioners, and medical assistants.
School Programs
The following lists school programs which are applicable to this occupation.
Licensing & Certification
State License and Certifications Requirements are not currently associated with this occupation.
Skills
The list below includes the skills required by workers in this occupation; skills are what allow you to learn more quickly and improve your performance.
Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking
Talking to others to convey information effectively.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation
Actively looking for ways to help people.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Skill level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Knowledge
The list below includes knowledge items, the principles and facts required by this occupation.
Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Administration and Management
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Knowledge level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Work Environment
The list below includes the physical and social factors that influence the nature of work in this occupation.
Hover over or tap each factor to see its description.
Work Styles
Included in the list below are the personal work style characteristics that can affect how well a worker is likely to perform in this occupation.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Cooperation
Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Dependability
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Independence
Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Initiative
Job requires a willingness to take on responsibilities and challenges.
Integrity
Job requires being honest and ethical.
Persistence
Job requires persistence in the face of obstacles.
Self-Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Tools & Technology
This list below describes the machines, equipment, tools, software, and information technology that workers in this occupation will use.
Tools
- 10-key calculators
- Data input scanners
- Desktop computers
- Dictation equipment
- Digital cameras
- Electric typewriters
- Handheld calculators
- Handheld computers
- Laptop computers
- Laser facsimile machines
- Liquid crystal display LCD video projectors
- Multi-line telephone systems
- Pagers
- Personal computers
- Personal digital assistants PDA
- Photocopying equipment
Technology
- Accounting software
- Adobe Systems Adobe Acrobat
- Adobe Systems Adobe Contribute
- Adobe Systems Adobe Illustrator
- Adobe Systems Adobe InDesign
- Adobe Systems Adobe Photoshop
- Aestiva Purchase Order
- Airtable
- Apple Keynote
- Apple macOS
- Appointment scheduling software
- Blackbaud The Raiser's Edge
- Calendar and scheduling software
- Cisco Webex
- Corel WordPerfect Office Suite
- Customer relationship management CRM software
Duties
Duties are job behaviors describing activities that occur on multiple jobs. The generalized and detailed work activities described in the list below apply to this occupation.
- recommend improvements to work methods or procedures
- recommend solutions of administrative problems
- develop policies, procedures, methods, or standards
- analyze organizational operating practices or procedures
- explain rules, policies or regulations
- answer customer or public inquiries
- oversee execution of organizational or program policies
- coordinate staff or activities in clerical support setting
- select software for clerical activities
- develop new office forms
- compile numerical or statistical data
- use oral or written communication techniques
- schedule meetings or appointments
- arrange teleconference calls
- schedule or contract meeting facilities
- use computers to enter, access or retrieve data
- use word processing or desktop publishing software
- maintain records, reports, or files
- prepare reports
- develop records management system
- prepare reports for management
- file or retrieve paper documents and related materials
- write business correspondence
- plan or organize work
- plan meetings or conferences
Tasks
The list below outlines specific tasks that a worker in this occupation is called upon to do regularly.
- Manage and maintain executives' schedules.
- Process payroll information.
- Make travel arrangements for executives.
- Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Prepare responses to correspondence containing routine inquiries.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- Interpret administrative and operating policies and procedures for employees.
- File and retrieve corporate documents, records, and reports.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Set up and oversee administrative policies and procedures for offices or organizations.
- Provide clerical support to other departments.
- Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
- Compile, transcribe, and distribute minutes of meetings.
- Attend meetings to record minutes.
- Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
- Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Learning Resources
More information on this occupation may be found in the links provided below.
Administrative Support Specialists
Visit this link for information on this career in the military.
Learn MoreSecretaries and administrative assistants
Visit this link for additional information on this career from the Occupational Outlook Handbook; a publication produced and maintained by the United States Department of Labor.
Learn More