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Become An Executive Secretary

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Working As An Executive Secretary

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

  • Repetitive

  • $63,360

    Average Salary

What Does An Executive Secretary Do At Nationwide

* 1. Reviews, highlights and prioritizes regular and electronic mail.
* Compiles mail for executive's review.
* Redirects mail to appropriate staff members.
* Maintains follow-up system on action mail by phone or memo
* Prepares letters, memos and/or reports, often of a confidential nature.
* Draft responses for approval.
* Frequently composes and sends correspondence of moderate complexity without review, such as congratulatory letters, and/or instructions on policies and procedures, and responses regarding receipt of information
* Answers phones, takes messages, and/or redirects calls.
* Greets visitors.
* Responds to a wide range of inquiries that are sometimes sensitive in nature
* Scheduling/Coordination:4.
* Maintains executive's calendar.
* Schedules meetings and conference rooms, prepares and sequences agendas, plans lunch and dinner arrangements, selects menus, establishes time frames, and secures audio visual equipment.
* Assures that established schedules are maintained
* Coordinates travel arrangements for executives that include: flight and hotel reservations, ground transportation, meeting schedules, and itinerary preparation for extended travel
* Processes check requests, expense advances and reports, and other routine requisitions to pay bills, clear expenses and/or order supplies
* Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits.
* Assembles materials and prepares detailed exhibits for reports, presentations , special projects and other office related activities
* Maintains and updates office records, rosters, directories and/or manuals, such as associate files, vacation or weekly meeting schedules, and employee listings
* Other:9.
* Advise other office secretaries on workflow, department or company policies and procedures; provides assistance and support in the training and development of office secretaries
* Performs other duties as assigned

What Does An Executive Secretary Do At Highmark Health

* Manage the calendar(s) to ensure effective time management and task completion - including scheduling and preparing for appointments/meetings/conferences and daily reviews of department personal calendars.
* Direct and prioritize all business correspondence including telephones, mail, email, invoices and faxes.
* Take initiative to prepare / provide supporting materials so that correspondence can be acted on and expedited.
* Complete special assignments and department initiatives to ensure a level of support needed to achieve successful outcomes.
* May coordinate budgetary expenses, including but not limited to accounts payable/receivables, purchases, expense reports, travel requisitions, bank deposits, and other requests.
* Perform other duties as assigned or required

What Does An Executive Secretary Do At St. Mary's Good Samaritan

* Enhances the executive's office through positive interactions by creating an environment of professionalism for increased internal and external customer satisfaction.
* Contributes to providing seamless communication for SSM Executives by scheduling appointments and responding appropriately to request from personnel.
* Efficiently organizes day to day activities in support of SSM Executives that enhances customer, patient and physician satisfaction.
* Communicates effectively by providing service to clients, physicians, organizational constituents and the surrounding community by effectively maintaining organizational standards of respect and goodwill.
* Creates efficient department processes through organization, prioritization and teamwork

What Does An Executive Secretary Do At Hawaii Medical Service Association

* Performs a variety of general clerical and executive office administrative duties.
* Provide executive-level administrative support to their assigned Executive Officers.
* Assist and support activities and ensures timely flow of information to and from the executive office.
* Handles sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.
* Receives, sorts and distributes mail in a timely manner.
* Delivers, picks up and routes documents as necessary.
* Handles billings and other mail as directed.
* Prepares outgoing mail.
* Date stamps and maintains logs as required.
* Answers telephone calls in a friendly and professional manner and receives and provides information to callers or routes call to appropriate department staff members.
* Places outgoing calls and sets up conference calls as scheduled.
* Handles the receipt of internal and external email appropriately – responding or forwarding where appropriate effectively and in a timely manner.
* Composes and types standard correspondence and inputs data to established computer files or is able to create and maintain basic computer files.
* Files and implements document retention policies for correspondence and other records.
* Maintains contracts, letters of authorization and client billing files and logs.
* Express a pleasant demeanor and extend professional courtesy when receiving, escorting and announcing internal and external visitors to Executive Officers.
* Produces photocopies, collates, sorts and distributes documents or other printed matter, sends and receives FAX correspondence, and transforms documents into pdf files.
* Demonstrates urgency and completes tasks as requested (often these requests will be a ‘RUSH’):
* Schedules and coordinates internal and external meeting room reservations.
* Makes travel arrangements and related reservations for executive staff.
* Assures that the Executive Officers and Executive Assistants have the necessary office supplies and equipment readily available.
* Takes a proactive philosophy with inventory and prepares supply requisitions as needed.
* Arranges for routine equipment repairs and maintenance and resourcefully provide backup equipment as required.
* Verifies accuracy of mathematical calculations of employees' expenses and vendor billings in preparation for approval and provides proofreading services to the Executive Officers and Executive Assistants.
* Coordinates and tracks the delivery of scheduled reports and documents to meet all critical deadlines with various department heads.
* Ensure materials for meetings are received on a timely basis and are relevant, complete, and accurate.
* Maintains the calendar of Executive Officer in an organized manner.
* Able to schedule meetings based on urgency and importance of Executive Officer’s needs.
* Performs other duties as assigned including assisting with project work.
* Coordinate with other executives, departments and staff in preparation of communications, correspondence, agendas and other documents on behalf of the Executive

What Does An Executive Secretary Do At Kern Community College District

* Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies
* Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies
* Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate
* Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items
* Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials
* Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed
* Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy
* Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities
* Exercise functional and technical direction over clerical staff
* Perform related duties as assigned

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How To Become An Executive Secretary

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 Secretary jobs

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Real Executive Secretary Salaries

Job Title Company Location Start Date Salary
Executive Secretary/Assistant Mediatek USA Inc. San Jose, CA Nov 18, 2016 $75,254 -
$90,304
Publicist and Executive Secretary Gisele Inc. Los Angeles, CA May 01, 2014 $72,000
Executive Secretary-International Disaster Response General Board of Global Ministries Atlanta, GA Oct 09, 2016 $66,941
Bilingual Executive Secretary Brazil Products Company Torrance, CA Jan 30, 2015 $62,587
Executive Secretary-Corporate Planning Group The Bank of Tokyo-Mitsubishi UFJ, Ltd. New York, NY Jun 03, 2011 $62,000
Executive Secretaries and Executive Administrative NTT Data, Inc. Princeton, NJ Jan 08, 2016 $59,446 -
$80,000
Executive Secretary Fitness M, Inc. Los Angeles, CA Apr 11, 2016 $58,573
Executive Secretary BB Bakery & Distributing, Inc. Costa Mesa, CA Jun 23, 2016 $56,701
Executive Secretary Brazil Products Company Los Angeles, CA Nov 30, 2011 $54,912
Executive Secretary Angel Loving Care Residential Services Agency, Inc. Mount Rainier, MD Nov 07, 2007 $54,122
Executive Secretary Angel Loving Care Residential Services Agency, Inc. Mount Rainier, MD Nov 05, 2009 $54,122
Executive Secretaries and Administrative Assisstants Alumitech Inc. New York, NY Nov 17, 2010 $52,291
Executive Secretaries and ADM. Assistants Chris Anthony-Christy's Florist East Brunswick, NJ Dec 16, 2010 $52,125
Executive Secretary JXJ Technologies, Inc. Norcross, GA Jan 03, 2012 $45,914 -
$52,175
Executive Secretaries and Administrative E & Y Firestone Discount Inc. La Mexicana Meat MKT Los Angeles, CA Sep 16, 2010 $45,136
Executive Secretaries A & W Farms LLC Bakersfield, CA May 25, 2011 $44,574
Executive Secretary & Administrative Dream Homes Financial, Inc. Reston, VA Jul 02, 2008 $44,265
Executive Secretaries & ADM. Assistants Perdikaris Constantine Developers Inc. NY Oct 18, 2011 $43,827
Executive Secretary Brazil Products Company Los Angeles, CA Feb 18, 2011 $43,827
Executive Secretaries & Adminstrative Assistants Global Stone & Tile Inc. New York, NY Nov 24, 2009 $43,055
Executive Secretaries and ADM. Ass'Ts Psicoaxis Corporation Miami, FL Nov 30, 2011 $43,000
Executive Secretary Chinese Media Net, Inc. Great Neck, NY Jul 18, 2011 $37,232
Executive Secretary & ADM Assistant Advertising, Etc Bethesda, MD Dec 19, 2008 $37,211
Executive Secretary Law Office of Fuhao Yang New York, NY Oct 01, 2009 $36,731
Executive Secretaries & Administrative Scottex, Inc. Los Angeles, CA May 15, 2008 $36,189
Executive Secretaries/Admin Assist Automotive Filter Corp Santa Clarita, CA Mar 04, 2009 $36,189

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Top Skills for An Executive Secretary

OutgoingCorrespondencePersonnelFilesPayrollFinancialStatementsOfficeProceduresExpenseReportsOfficeSuppliesCustomerServicePurchasePowerpointPhoneCallsMeetingMinutesDataEntryWordProcessingTelephoneCallsSpecialProjectsPolicySuperviseSecretarialSupportSchedulingMeetings

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Top Executive Secretary Skills

  1. Outgoing Correspondence
  2. Personnel Files
  3. Payroll
You can check out examples of real life uses of top skills on resumes here:
  • Reviewed and processed incoming and outgoing correspondence, materials, publications, regulations, and directives.
  • Maintained and updated all Bureau personnel files and made sure they were current with all classes and attended all conferences.
  • Maintain daily calendar, travel arrangements, filing systems, payroll, and general administrative duties.
  • Used IBM PC to produce professional financial reports and correspondence including company's certified financial statements and strategic operating plan.
  • Trained subordinates in specialized and general office procedures.

Top Executive Secretary Employers