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Become A Coordinator/Executive Assistant

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Working As A Coordinator/Executive Assistant

  • Communicating with Supervisors, Peers, or Subordinates
  • Performing Administrative Activities
  • Interacting With Computers
  • Getting Information
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $72,000

    Average Salary

What Does A Coordinator/Executive Assistant Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become A Coordinator/Executive Assistant

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Coordinator/Executive Assistant Career Paths

Coordinator/Executive Assistant
Executive Assistant Office Manager Human Resources Manager
Human Resources Vice President
12 Yearsyrs
Executive Assistant Office Manager
Office Manager Of Human Resources
6 Yearsyrs
Executive Assistant Manager Office Manager
Accountant And Office Manager
6 Yearsyrs
Executive Administrative Assistant Owner Marketing Director
Director Of Communications And Marketing
9 Yearsyrs
Executive Administrative Assistant Owner Director
Administrative Director
8 Yearsyrs
Executive Administrative Assistant Human Resources Generalist Senior Recruiter
Staffing Manager
5 Yearsyrs
Assistant To Executive Vice President Project Manager Director
Chief Of Staff
7 Yearsyrs
Assistant To Executive Vice President Project Manager Marketing Manager
Marketing And Operations Manager
5 Yearsyrs
Assistant To Executive Vice President Project Manager Assistant Vice President
Administration Vice President
6 Yearsyrs
Project Coordinator Human Resources Coordinator Human Resources Generalist
Human Resources Administration Manager
6 Yearsyrs
Legal Assistant Specialist Project Coordinator
Senior Project Coordinator
7 Yearsyrs
Project Coordinator Marketing Specialist Event Manager
Events Marketing Manager
5 Yearsyrs
Legal Assistant Administrator Administrative Manager
Administrative Operations Manager
6 Yearsyrs
Legal Assistant Administrator Office Manager/Administrative Assistant
Office And Operations Manager
6 Yearsyrs
Account Executive Customer Service Manager Inside Sales Manager
Sales Support Manager
6 Yearsyrs
Executive Assistant To President Owner Maintenance Manager
Special Projects Manager
7 Yearsyrs
Executive/Personal Assistant Executive Assistant To President
Administrative Services Manager
7 Yearsyrs
Human Resources Coordinator Development Coordinator Development Officer
Manager Of Special Events
5 Yearsyrs
Executive Assistant To President Executive Assistant/Office Manager
Manager Executive
5 Yearsyrs
Account Executive Relationship Manager Client Relationship Manager
Client Relations Manager
6 Yearsyrs
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Average Length of Employment
Top Careers Before Coordinator/Executive Assistant
Internship 3.7%
Secretary 1.9%
Assistant 1.5%
Top Careers After Coordinator/Executive Assistant
Manager 1.8%

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Top Skills for A Coordinator/Executive Assistant

  1. Data Entry
  2. Financial Statements
  3. Office Supplies
You can check out examples of real life uses of top skills on resumes here:
  • Performed all data entry into admissions database for prospective and current undergraduate and graduate students.
  • Coordinated company-visit schedule for overseas investors and prepared client packages which includes variety of research reports and company financial statements.
  • Processed purchase orders for office supplies and equipment, confirmed inventory, anticipated departmental needs, expedited and distributed orders.
  • Provided administrative and logistical support for a special events company specializing in pharmaceutical conventions hosting international delegates of doctors.
  • Facilitated cohesive communication by transcribing and publishing succinct and concise meeting minutes for the Y2K Contingency Planning Committee.

Coordinator/Executive Assistant Resume Examples And Tips

The average resume reviewer spends between 5 to 7 seconds looking at a single resume, which leaves the average job applier with roughly six seconds to make a killer first impression. Thanks to this, a single typo or error on your resume can disqualify you right out of the gate. At Zippia, we went through over 8,008 Coordinator/Executive Assistant resumes and compiled some information about how best to optimize them. Here are some suggestions based on what we found, divided by the individual sections of the resume itself.

Learn How To Create A Top Notch Coordinator/Executive Assistant Resume

View Resume Examples

Coordinator/Executive Assistant Demographics

Gender

Female

80.6%

Male

10.2%

Unknown

9.2%
Ethnicity

White

59.1%

Hispanic or Latino

17.8%

Black or African American

11.5%

Asian

7.6%

Unknown

4.0%
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Foreign Languages Spoken

Spanish

52.6%

French

15.1%

Italian

4.8%

German

3.9%

Portuguese

3.4%

Russian

3.2%

Mandarin

2.3%

Chinese

2.3%

Japanese

2.1%

Korean

1.8%

Arabic

1.8%

Hebrew

1.4%

Hindi

0.9%

Romanian

0.7%

Armenian

0.7%

Cantonese

0.7%

Persian

0.7%

Polish

0.7%

Swedish

0.5%

Vietnamese

0.5%
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Coordinator/Executive Assistant Education

Schools

University of Phoenix

24.3%

New York University

7.4%

University of Maryland - University College

5.5%

University of California - Los Angeles

4.9%

Kaplan University

4.4%

Strayer University

4.2%

Arizona State University

4.2%

University of Houston

4.0%

Fashion Institute of Technology

4.0%

San Diego State University

3.8%

San Francisco State University

3.7%

Ashford University

3.6%

Florida International University

3.4%

Georgia State University

3.4%

University of Southern California

3.4%

Northeastern University

3.4%

Michigan State University

3.2%

University of Washington

3.2%

Northern Virginia Community College

3.2%

University of Maryland - College Park

2.9%
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Majors

Business

35.9%

Communication

9.4%

Psychology

7.1%

Marketing

4.9%

English

4.3%

Human Resources Management

3.5%

Management

3.5%

Liberal Arts

3.3%

Accounting

3.2%

Health Care Administration

2.9%

Public Relations

2.8%

Political Science

2.6%

Legal Support Services

2.4%

Education

2.4%

Criminal Justice

2.3%

Sociology

2.0%

Photography

1.9%

Project Management

1.9%

General Studies

1.9%

Fine Arts

1.8%
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Degrees

Bachelors

44.9%

Other

22.6%

Masters

12.6%

Associate

12.2%

Certificate

5.3%

Diploma

1.1%

License

0.8%

Doctorate

0.6%
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