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Become An Executive Administrative Assistant

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Working As An Executive Administrative Assistant

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

  • Repetitive

  • $51,347

    Average Salary

What Does An Executive Administrative 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 An Executive Administrative 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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Executive Administrative Assistant Career Paths

Executive Administrative Assistant
Executive Assistant/Office Manager Office Administrator Accounts Receivable Specialist
Accounts Receivable Manager
6 Yearsyrs
Executive Assistant Assistant To Executive Vice President Office Manager
Administrative Manager
6 Yearsyrs
Owner Service Advisor Service Administrator
Administrative Services Manager
7 Yearsyrs
Administrator Adjunct Professor Pilot
Assistant Director Of Operations
5 Yearsyrs
Office Administrator Bookkeeper Business Manager
Business Operations Manager
8 Yearsyrs
Human Resources Coordinator Program Manager Chief Operating Officer
Chief Executive Officer And Operator
10 Yearsyrs
Project Coordinator Program Director Chief Executive Officer
Chief Executive Officer/Manager
7 Yearsyrs
Assistant To Executive Vice President Office Manager Operations Director
Chief Of Staff
7 Yearsyrs
Assistant To Executive Vice President Operations Manager Operations Vice President
Executive Vice President Of Operations
13 Yearsyrs
Project Coordinator Adjunct Instructor Executive Chef
Manager Executive
6 Yearsyrs
Executive Assistant To Chief Executive Officer Event Manager Director Of Special Events
Membership Director
5 Yearsyrs
Executive Assistant To Chief Executive Officer Human Resources Coordinator Office Manager Of Human Resources
Office And Operations Manager
6 Yearsyrs
Executive Assistant/Office Manager Assistant To Executive Vice President Office Manager
Office Manager Of Human Resources
7 Yearsyrs
Office Manager Payroll Specialist
Payroll Manager
8 Yearsyrs
Office Administrator Operations Manager Chief Operating Officer
President & Chief Operating Officer
13 Yearsyrs
Human Resources Coordinator Human Resources Manager Executive
Senior Executive
5 Yearsyrs
Executive Assistant Office Manager Human Resources Generalist
Senior Human Resources Generalist
7 Yearsyrs
Office Manager Project Coordinator
Senior Project Coordinator
7 Yearsyrs
Executive Assistant To President Executive Assistant To Chief Executive Officer
Special Projects Manager
7 Yearsyrs
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Average Length of Employment
Top Careers Before Executive Administrative Assistant
Secretary 3.7%
Internship 1.9%
Teller 1.8%
Top Careers After Executive Administrative Assistant

Do you work as an Executive Administrative Assistant?

Executive Administrative Assistant Demographics

Gender

Female

89.6%

Male

8.5%

Unknown

1.9%
Ethnicity

White

60.8%

Hispanic or Latino

17.2%

Black or African American

12.1%

Asian

6.3%

Unknown

3.6%
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Foreign Languages Spoken

Spanish

62.2%

French

10.0%

German

4.2%

Italian

3.5%

Portuguese

3.3%

Mandarin

2.1%

Chinese

2.1%

Japanese

2.0%

Arabic

1.7%

Russian

1.6%

Korean

1.1%

Polish

1.1%

Vietnamese

0.9%

Cantonese

0.9%

Tagalog

0.7%

Swedish

0.6%

Hindi

0.5%

Hebrew

0.5%

Armenian

0.4%

Ukrainian

0.4%
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Executive Administrative Assistant Education

Schools

University of Phoenix

30.4%

Strayer University

7.8%

Ashford University

5.1%

Kaplan University

4.9%

Liberty University

4.9%

American InterContinental University

4.9%

Northern Virginia Community College

3.9%

University of Maryland - University College

3.7%

Southern New Hampshire University

3.4%

University of Houston

3.2%

Georgia State University

3.1%

Houston Community College

2.9%

University of Central Florida

2.9%

Miami Dade College

2.9%

Capella University

2.8%

Florida International University

2.8%

Northeastern University

2.7%

Colorado Technical University

2.6%

Grand Canyon University

2.6%

San Jose State University

2.5%
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Majors

Business

39.5%

Accounting

5.6%

Psychology

5.6%

Communication

4.5%

Human Resources Management

4.3%

Health Care Administration

4.0%

Management

3.9%

Marketing

3.7%

Legal Support Services

3.6%

Criminal Justice

3.2%

Liberal Arts

3.2%

Education

2.9%

English

2.9%

General Studies

2.8%

Nursing

1.9%

Secretarial And Administrative Science

1.8%

Computer Science

1.7%

Sociology

1.7%

Finance

1.6%

General Education, Specific Areas

1.6%
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Degrees

Bachelors

35.9%

Other

30.5%

Associate

14.8%

Masters

10.0%

Certificate

6.1%

Diploma

1.4%

Doctorate

0.8%

License

0.6%
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Temporary

Real Executive Administrative Assistant Salaries

Job Title Company Location Start Date Salary
Executive Assistant/Administrative Manager Christie Brinkley Inc. Bridgehampton, NY Oct 01, 2013 $82,000
Executive Administrative Assistant The Muttontown Club Inc. East Norwich, NY Dec 15, 2015 $76,232
Executive Administrative Assistant The Muttontown Club Inc. East Norwich, NY Apr 25, 2016 $76,232
Executive Assistant, International Customer Service Administration Israel Discount Bank of New York New York, NY Jul 01, 2015 $75,546 -
$81,600
Executive Administrative Assistant Sino-American Consulting, LLC Bethesda, MD Oct 08, 2016 $74,235
Executive Administrative Assistant Al Tayyar Energy-Princeton Bethesda, MD Sep 20, 2016 $73,986
Executive Administrative Assistant Overseas Org To Support Humanist Movement Vietnam Falls Church, VA Apr 03, 2016 $71,200
Executive Administration Assistant Matte-Finish LLC New York, NY Jan 05, 2016 $70,000
Executive Administrative Assistant Panamerican Foods LLC Kearny, NJ Aug 18, 2016 $68,806
Executive Administrative Assistant Saeilo, Inc. PA Sep 16, 2015 $67,829
Executive Administrative Assistant Jean Dousset Jewelry LLC West Hollywood, CA Feb 24, 2016 $67,142
Executive Administrative Assistant, IPB Lloyds TSB Bank PLC Miami, FL May 18, 2011 $67,000
Executive Administrative Assistant Technicom Inc. Sterling, VA Mar 23, 2015 $66,726
Executive Administrative Assistant Shark Sushi Brea, CA Feb 24, 2016 $57,158
Administrative Assistant To Executive Director Friendship Ambassadors Foundation, Inc. Greenwich, CT Oct 25, 2016 $56,650
Executive Administrative Assistant Cobb International Farmers Market, Inc. Smyrna, GA Aug 27, 2015 $56,451
Administrative Assistant To Executive Director Friendship Ambassadors Foundation, Inc. Greenwich, CT Oct 25, 2015 $55,000
Executive Administrative Assistant Litoil Usa Inc. Miami, FL Jul 02, 2015 $54,000
Administrative/Executive Assistant Petroleum Management LLC Miami, FL Mar 17, 2015 $50,650
Executive Secr. & Administrative Assistant Konikowski Insurance Agency, Inc. Wallington, NJ Apr 01, 2010 $50,505
Administrative Assistant To Executive Director Friendship Ambassadors Foundation, Inc. Greenwich, CT Oct 17, 2014 $50,000
Executive Administrative Assistant Ace Wireless and Trading, Inc. Santa Ana, CA Nov 10, 2011 $44,000
Executive Administrative Assistant Bilingual Capricho Inc. Downey, CA Mar 18, 2008 $42,679
Bilingual Executive Administrative Assistant Southeast Regional Center, LLC Duluth, GA Sep 14, 2014 $42,679
Administrative Assistant To Executive Director Friendship Ambassadors Foundation, Inc. Greenwich, CT Oct 17, 2011 $42,011
Executive Administrative Assistant Joel S Cohen PC New York, NY Apr 15, 2012 $41,823
Executive Administration Assistant Joel S Cohen PC New York, NY Oct 01, 2012 $41,823
Executive Administrative Assistant Yellowstone Capital LLC New York, NY Oct 15, 2011 $41,683

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Top Skills for An Executive Administrative Assistant

  1. Office Supplies
  2. Financial Statements
  3. Data Entry
You can check out examples of real life uses of top skills on resumes here:
  • Managed paid time off submissions; prepared expense reports for Sales Directors; maintained and ordered office supplies.
  • Prepared reports, financial statements, and payroll -Responsible for confidential personnel information -Dispatched drivers, planned and organized meetings
  • Maintained full responsibility for all administrative activities including records management, data entry, spreadsheet development, and file management.
  • Implemented some electronic procedures/manuals and assisted the Payroll Manager with processing quarterly and monthly payroll.
  • Implemented department/business unit guidelines for operating policies/procedures.

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Top 10 Best States for Executive Administrative Assistants

  1. New York
  2. Connecticut
  3. District of Columbia
  4. Maryland
  5. Rhode Island
  6. Nevada
  7. California
  8. Virginia
  9. Alaska
  10. Massachusetts
  • (2,236 jobs)
  • (388 jobs)
  • (413 jobs)
  • (723 jobs)
  • (96 jobs)
  • (196 jobs)
  • (4,582 jobs)
  • (1,153 jobs)
  • (89 jobs)
  • (1,566 jobs)

Top Executive Administrative Assistant Employers

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