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Become An Executive Administrator

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Working As An Executive Administrator

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

  • Repetitive

  • $57,565

    Average Salary

What Does An Executive Administrator 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 Administrator

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 Administrator Jobs

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Executive Administrator Career Paths

Executive Administrator
Assistant To Executive Vice President Project Coordinator Assistant Director
Administrative Director
8 Yearsyrs
Assistant To Executive Vice President Office Manager
Administrative Manager
6 Yearsyrs
General Manager Service Advisor Service Administrator
Administrative Services Manager
7 Yearsyrs
Project Manager General Manager Business Manager
Business Director
10 Yearsyrs
Project Manager Product Manager Business Manager
Business Operations Manager
8 Yearsyrs
Business Analyst Finance Manager Chief Finance Officer
Chief Administrative Officer
11 Yearsyrs
Operations Manager General Manager Chief Operating Officer
Chief Executive Officer And Operator
10 Yearsyrs
Executive Assistant To Chief Executive Officer Operations Manager Chief Executive Officer
Chief Executive Officer/Manager
7 Yearsyrs
Human Resources Manager Operations Director
Chief Of Staff
7 Yearsyrs
Operations Manager Operations Director Operations Vice President
Executive Vice President Of Operations
13 Yearsyrs
Human Resources Generalist Adjunct Instructor Executive Chef
Manager Executive
6 Yearsyrs
Event Coordinator Catering Sales Manager Director Of Catering
Membership Director
5 Yearsyrs
Executive Assistant To Chief Executive Officer Human Resources Coordinator Office Manager Of Human Resources
Office And Operations Manager
6 Yearsyrs
Human Resources Coordinator Staffing Specialist Office Manager
Office Manager Of Human Resources
7 Yearsyrs
Project Coordinator Human Resources Coordinator Payroll Specialist
Payroll Manager
8 Yearsyrs
Human Resources Manager Executive
Senior Executive
5 Yearsyrs
Project Coordinator Account Manager Human Resources Coordinator
Senior Human Resources Generalist
7 Yearsyrs
Human Resources Coordinator Specialist Project Coordinator
Senior Project Coordinator
7 Yearsyrs
Human Resources Assistant Executive Assistant/Human Resources Executive Assistant To Chief Executive Officer
Special Projects Manager
7 Yearsyrs
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Help others decide if this is a good career for them

Average Length of Employment
Top Employers Before
Secretary 3.6%
Internship 2.6%
Manager 2.3%
Top Employers After
Owner 2.7%

Do you work as an Executive Administrator?

Executive Administrator Demographics

Gender

Female

82.3%

Male

15.2%

Unknown

2.5%
Ethnicity

White

59.6%

Hispanic or Latino

16.7%

Black or African American

12.1%

Asian

7.7%

Unknown

3.9%
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Foreign Languages Spoken

Spanish

52.4%

French

9.5%

German

6.2%

Mandarin

4.4%

Italian

4.0%

Portuguese

3.3%

Chinese

3.3%

Arabic

2.2%

Vietnamese

1.8%

Russian

1.8%

Japanese

1.8%

Korean

1.5%

Armenian

1.5%

Cantonese

1.5%

Malay

1.1%

Polish

1.1%

Turkish

0.7%

Hindi

0.7%

Hungarian

0.7%

Thai

0.7%
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Executive Administrator Education

Schools

University of Phoenix

25.2%

Liberty University

7.7%

Strayer University

7.7%

Northern Virginia Community College

5.6%

San Jose State University

5.2%

University of Maryland - University College

4.6%

Kaplan University

4.6%

American InterContinental University

4.2%

Northeastern University

4.0%

University of Houston

3.2%

Howard University

3.0%

George Mason University

3.0%

University of Central Florida

3.0%

Capella University

3.0%

Grand Canyon University

3.0%

Ashford University

2.8%

Florida State University

2.8%

New York University

2.6%

George Washington University

2.6%

Villanova University

2.6%
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Majors

Business

38.6%

Accounting

5.6%

Management

5.2%

Psychology

4.9%

Human Resources Management

4.4%

Communication

4.0%

Health Care Administration

3.8%

Criminal Justice

3.8%

English

3.1%

Legal Support Services

3.0%

Marketing

3.0%

Finance

2.8%

Education

2.8%

Liberal Arts

2.6%

General Studies

2.4%

Political Science

2.4%

Computer Science

2.0%

Nursing

2.0%

Elementary Education

1.8%

Real Estate

1.8%
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Degrees

Bachelors

35.0%

Other

27.8%

Masters

15.8%

Associate

12.0%

Certificate

5.9%

Doctorate

1.4%

Diploma

1.3%

License

0.7%
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Part Time
Internship
Temporary

Real Executive Administrator Salaries

Job Title Company Location Start Date Salary
Executive Advisor, Administrative Tri-Arrows Aluminum Inc. Louisville, KY Oct 01, 2011 $135,000
Executive Administrative Manager Deluxe New York, LLC New York, NY May 30, 2011 $65,000
Executive Administrative Coordinator EOS Management, LP New York, NY Dec 10, 2010 $65,000
Admin. Exec. Shreeji BAPA Krupa One LLC Ocala, FL May 01, 2012 $64,000
Administrative Executive Shreeji BAPA Krupa One LLC Ocala, FL Oct 01, 2014 $63,544
Executive Technical Administrator Sematech, Inc. Albany, NY Mar 15, 2011 $62,500
Executive Administrator Beitler & Associates Inc., DBA Beitler Commercial CA May 02, 2008 $59,062
Executive Administrator Topone Mortgage Inc. Rockville, MD Sep 24, 2013 $52,175
Executive and Administrative Officer Parliamentarians for Global Action New York, NY Nov 09, 2016 $52,000
Executive Administrator Topone Mortgage Inc. Rockville, MD Sep 18, 2013 $49,065
Executive and Administrative Officer Parliamentarians for Global Action New York, NY Sep 10, 2013 $49,000
Executive Administrator Deluxe New York, LLC New York, NY May 23, 2011 $47,479
Executive Administrative Asistant Gifford Industries, Inc. Edmonds, WA Sep 29, 2010 $45,914
Executive Administrative Specialist Komet USA LLC Rock Hill, SC Sep 08, 2010 $45,500
Executive Administrator Nascimento International Corporation Davie, FL Feb 25, 2016 $45,448
Executive Administrative Coordinator de Novo Imports, Inc. New York, NY Jun 14, 2010 $41,323
Admin. Exec. DSAI LLC Munford, AL Apr 01, 2013 $40,000
Admin. Executive DSAI LLC Lincoln, AL Mar 15, 2012 $40,000
Admin. Executive DSAI LLC Lincoln, AL Apr 01, 2012 $40,000
Executive Support Administrator Integrative Nutrition, Inc. New York, NY Sep 29, 2012 $40,000
Admin. Executive Gary Brookmyer P.A. Palm Beach Gardens, FL Jul 02, 2010 $40,000

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Top Skills for An Executive Administrator

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  1. Financial Statements
  2. Office Supplies
  3. Procedures
You can check out examples of real life uses of top skills on resumes here:
  • Maintained company documents and financial statements to ensure compliance with federal and state regulation.
  • Processed and tracked internal purchase requests, ordered office equipment and office supplies, managed office moves and space planning.
  • Required continuous use of technical and business vocabulary and detailed knowledge of company operations, organizational procedures, and personnel.
  • Approved payroll and managed confidential personnel records.
  • Maintained an organizational suspense log and database for personnel files and correspondence management for both military and civilian entities.

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Top 10 Best States for Executive Administrators

  1. New York
  2. Connecticut
  3. Maryland
  4. California
  5. District of Columbia
  6. New Jersey
  7. Rhode Island
  8. Nevada
  9. Virginia
  10. Massachusetts
  • (799 jobs)
  • (166 jobs)
  • (416 jobs)
  • (1,859 jobs)
  • (205 jobs)
  • (481 jobs)
  • (48 jobs)
  • (97 jobs)
  • (550 jobs)
  • (623 jobs)

Top Executive Administrator Employers

Jobs From Top Executive Administrator Employers

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