Executive secretary job description
Updated March 14, 2024
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Example executive secretary requirements on a job description
Executive secretary requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in executive secretary job postings.
Sample executive secretary requirements
- Bachelor’s degree or equivalent work experience
- Proficiency in Microsoft Office and other office software
- Excellent telephone and customer service skills
- Ability to manage multiple tasks and prioritize
- Ability to take accurate minutes during meetings
Sample required executive secretary soft skills
- Strong interpersonal and communication skills
- Ability to work in a team environment
- Excellent organizational skills
- Ability to maintain confidentiality
- Flexibility and adaptability
Executive secretary job description example 1
WorkSquare LLC executive secretary job description
Nature of Work:
This is executive secretarial and related clerical work for an Assistant Director or a Deputy Director of a County Department or comparable executive official. Employees in this class perform a variety of complex secretarial and clerical duties for an Assistant Department Director, Deputy Department Director or comparable executive official. Emphasis of the work is on the performance of advanced secretarial duties requiring considerable knowledge of the executives responsibilities and an understanding of the policies, programs, procedures, and
regulations in effect in the department. Duties typically include arranging for and attending conferences, independently answering inquiries where there is established policy or precedent action, taking and transcribing dictation, composing and typing correspondence and performing research to compile data for special reports and other purposes. Incumbents utilize a variety of office skills and considerable independent judgment in relieving supervisor of administrative details. Supervision may be exercised over subordinate clerical employees through assignment of tasks and review of completed work for accomplishment of desired objectives. General supervision is received from an Assistant Department Director, Deputy Department Director or comparable executive official
who reviews work for satisfactory performance of executive secretarial duties and for attainment of desired goals and objectives.
Illustrative Tasks:
Performs executive secretarial duties for an Assistant Department Director, Deputy Department Director or comparable executive official; commits time in making appointments and maintains calendar; maintains itinerary
and makes travel and hotel arrangements as required. Arranges for and attends various conferences and meetings; informs participants and provides background information; serves as recording secretary at conferences, board meetings and staff consultations; takes official minutes and prepares reports of proceedings; follows through on actions required as a result of conferences. Takes and transcribes dictation which may vary by subject matter including legal, technical, financial or other specialized terminology; takes verbatim transcript from telephone calls or in conferences as requested; operates personal computer and other computerized office equipment. Opens, screens, and distributes mail; marks important parts of instructions, orders, and regulations for executive, and organizes mail according to priorities; maintains control of correspondence flow through office; insures that report deadlines are met and that all information distributed is complete. Composes correspondence from verbal instructions of superior, and independently drafts replies to inquiries; reviews correspondence prepared by others for superiors signature to insure correct grammar, format, and completeness. Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor. Plans, assigns, and reviews the work of subordinate clerical employees engaged in typing reports, correspondence and other documents, filing, and performing a variety of other clerical duties; provides training in procedures and methods in the organization of assignment. Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters; assembles material for reply to correspondence demanding superiors personal attention. Keeps various activity and production records; types various activity reports, requisitions, work orders, and personnel forms; composes reports on caseloads, workloads or other subjects as delegated; authorizes expenditures from petty cash; requisitions office supplies; performs arithmetic calculations for budget requests and other matters. Establishes and maintains office filing systems; reorganizes files as required; establishes subject matter files; purges files of unnecessary items according to established policies and procedures. Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Performs related work as required.
Knowledge, Abilities and Skills:
Extensive knowledge of executive secretarial methods, techniques, and procedures. Thorough knowledge of
general office procedures, practices, and equipment. Thorough knowledge of the department to which assigned
including its policies, procedures, regulations, organization, and work flow. Thorough knowledge of executive
protocol and the proper order of etiquette in conducting secretarial activities with responsible County and other officials. Considerable knowledge of business English, spelling, and arithmetic. Considerable knowledge of the structure and function of various County departments. Considerable knowledge of the responsibilities of an Assistant Department Director, Deputy Department Director or comparable executive official, and the relationship
with other department executives, managers, and supervisors. Knowledge of supervisory principles and practices. Ability to establish and maintain an effective working secretarial relationship with an Assistant Department Director, Deputy Department Director or comparable executive official. Ability to take and transcribe dictation at a high rate of speed. Ability to operate typewriters, personal computers, and other computerized office equipment with accuracy and speed. Ability to develop and maintain effective working relationships with subordinates, superiors, and a variety of County and other officials. Ability to express ideas clearly, concisely, verbally, and in writing. Ability to establish and revise office policies and procedures. Ability to research and develop information from a variety of sources. Ability to supervise subordinates in a manner conducive to full performance and high morale.
#WSHMG1
This is executive secretarial and related clerical work for an Assistant Director or a Deputy Director of a County Department or comparable executive official. Employees in this class perform a variety of complex secretarial and clerical duties for an Assistant Department Director, Deputy Department Director or comparable executive official. Emphasis of the work is on the performance of advanced secretarial duties requiring considerable knowledge of the executives responsibilities and an understanding of the policies, programs, procedures, and
regulations in effect in the department. Duties typically include arranging for and attending conferences, independently answering inquiries where there is established policy or precedent action, taking and transcribing dictation, composing and typing correspondence and performing research to compile data for special reports and other purposes. Incumbents utilize a variety of office skills and considerable independent judgment in relieving supervisor of administrative details. Supervision may be exercised over subordinate clerical employees through assignment of tasks and review of completed work for accomplishment of desired objectives. General supervision is received from an Assistant Department Director, Deputy Department Director or comparable executive official
who reviews work for satisfactory performance of executive secretarial duties and for attainment of desired goals and objectives.
Illustrative Tasks:
Performs executive secretarial duties for an Assistant Department Director, Deputy Department Director or comparable executive official; commits time in making appointments and maintains calendar; maintains itinerary
and makes travel and hotel arrangements as required. Arranges for and attends various conferences and meetings; informs participants and provides background information; serves as recording secretary at conferences, board meetings and staff consultations; takes official minutes and prepares reports of proceedings; follows through on actions required as a result of conferences. Takes and transcribes dictation which may vary by subject matter including legal, technical, financial or other specialized terminology; takes verbatim transcript from telephone calls or in conferences as requested; operates personal computer and other computerized office equipment. Opens, screens, and distributes mail; marks important parts of instructions, orders, and regulations for executive, and organizes mail according to priorities; maintains control of correspondence flow through office; insures that report deadlines are met and that all information distributed is complete. Composes correspondence from verbal instructions of superior, and independently drafts replies to inquiries; reviews correspondence prepared by others for superiors signature to insure correct grammar, format, and completeness. Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor. Plans, assigns, and reviews the work of subordinate clerical employees engaged in typing reports, correspondence and other documents, filing, and performing a variety of other clerical duties; provides training in procedures and methods in the organization of assignment. Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters; assembles material for reply to correspondence demanding superiors personal attention. Keeps various activity and production records; types various activity reports, requisitions, work orders, and personnel forms; composes reports on caseloads, workloads or other subjects as delegated; authorizes expenditures from petty cash; requisitions office supplies; performs arithmetic calculations for budget requests and other matters. Establishes and maintains office filing systems; reorganizes files as required; establishes subject matter files; purges files of unnecessary items according to established policies and procedures. Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Performs related work as required.
Knowledge, Abilities and Skills:
Extensive knowledge of executive secretarial methods, techniques, and procedures. Thorough knowledge of
general office procedures, practices, and equipment. Thorough knowledge of the department to which assigned
including its policies, procedures, regulations, organization, and work flow. Thorough knowledge of executive
protocol and the proper order of etiquette in conducting secretarial activities with responsible County and other officials. Considerable knowledge of business English, spelling, and arithmetic. Considerable knowledge of the structure and function of various County departments. Considerable knowledge of the responsibilities of an Assistant Department Director, Deputy Department Director or comparable executive official, and the relationship
with other department executives, managers, and supervisors. Knowledge of supervisory principles and practices. Ability to establish and maintain an effective working secretarial relationship with an Assistant Department Director, Deputy Department Director or comparable executive official. Ability to take and transcribe dictation at a high rate of speed. Ability to operate typewriters, personal computers, and other computerized office equipment with accuracy and speed. Ability to develop and maintain effective working relationships with subordinates, superiors, and a variety of County and other officials. Ability to express ideas clearly, concisely, verbally, and in writing. Ability to establish and revise office policies and procedures. Ability to research and develop information from a variety of sources. Ability to supervise subordinates in a manner conducive to full performance and high morale.
#WSHMG1
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Executive secretary job description example 2
University of Southern California executive secretary job description
USC's Zilkha Neurogenetic Institute (ZNI) is seeking an Executive Secretary to join its team at the Health Science Campus.
Organizes the office of a dean or officer of the University (executive) and make day-to-day administrative and operational decisions on his/her behalf. Provides direction and guidance to assigned staff and student workers. Schedules work establishes priorities and ensures deadlines are met. Establishes and maintains office and record keeping systems and procedures.
Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature.
Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Research and drafts responses on behalf of executive, refers to executive's direct reports for action, or refers to executive for personal reply.
Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations on executive's behalf with visiting dignitaries, trustees, major donors, parents and other VIP's. Assists visitors with resolving problems, often coordinating resolution with other university offices.
Maintains executive's calendar and accepts or declines commitments, both local and out-of-area, on his/her behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements for executive as needed.
Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Interacts with university offices on behalf of an executive to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.
Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
Reviews newspapers, journals and other types of publications for information of special interest. Summarizes information and/or highlights pertinent materials to conserve executive's time
Performs advanced secretarial duties for a dean or officer of the University (executive). Handles day-to-day administrative matters to conserve executive's time.
Preferred experience ~ 5 years plus in a University Academic setting Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Executive secretarial experience
REQ20122319 Posted Date: 09/29/2022
Organizes the office of a dean or officer of the University (executive) and make day-to-day administrative and operational decisions on his/her behalf. Provides direction and guidance to assigned staff and student workers. Schedules work establishes priorities and ensures deadlines are met. Establishes and maintains office and record keeping systems and procedures.
Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature.
Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Research and drafts responses on behalf of executive, refers to executive's direct reports for action, or refers to executive for personal reply.
Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations on executive's behalf with visiting dignitaries, trustees, major donors, parents and other VIP's. Assists visitors with resolving problems, often coordinating resolution with other university offices.
Maintains executive's calendar and accepts or declines commitments, both local and out-of-area, on his/her behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements for executive as needed.
Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Interacts with university offices on behalf of an executive to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.
Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
Reviews newspapers, journals and other types of publications for information of special interest. Summarizes information and/or highlights pertinent materials to conserve executive's time
Performs advanced secretarial duties for a dean or officer of the University (executive). Handles day-to-day administrative matters to conserve executive's time.
Preferred experience ~ 5 years plus in a University Academic setting Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Executive secretarial experience
REQ20122319 Posted Date: 09/29/2022
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Executive secretary job description example 3
Softpath System executive secretary job description
:
JOB DUTIES IN ORDER OF IMPORTANCE: (These duties are illustrative only. Incumbents may perform some or all of these duties or other job-related duties as assigned.)
" Performs non-routine administrative tasks (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to given situation to resolve problems, prepare correspondence &/or reports or to carry out other assignments) (e.g., responds to correspondence; reviews & summarizes fiscal &/or operational &/or personnel reports; represents supervisor at meetings or conferences with other agencies; researches & prepares data for budget inclusion; assists in writing budget justification; monitors spending & maintains fiscal records; performs personnel functions such as screening job applicants in face to face interviews; communicates decisions, directives &/or assignments to appropriate staff; represents division or agency on inter-divisional task forces or committees; reviews & summarizes reports on operations &/or fiscal &/or personnel activities; organizes conferences; coordinates acquisition & maintenance of office machines such as telephones &/or copier &/or telecopier &/or computers &/or typing equipment).
" Performs secretarial tasks (e.g., prepares confidential correspondence &/or reports; maintains confidential files; maintains calendar &/or makes travel arrangements for supervisor; takes & transcribes dictation &/or minutes of meetings; prepares payroll reports &/or timesheets); handles sensitive telephone calls; channels calls to appropriate parties for response.
" Performs clerical tasks (e.g., receives, opens, logs, distributes incoming mail; answers phone & screens calls; greets & directs visitors; maintains inventory of general office supplies & orders as needed; maintains files & retrieves information); prepares routine forms; prepares records retention & disposal schedules & arranges record transfers.
MAJOR WORKER CHARACTERISTICS: Knowledge of English grammar & composition; administrative practices & procedures*, office policies & procedures; departmental/agency regulations, policies & procedures*. Skill to operate dictation/transcription equipment; typewriter &/or word processing equipment. Ability to deal with problems involving several variables in somewhat unfamiliar context; write routine business letters, evaluations & records; gather, collate & classify information about data, people or things; move fingers easily to perform manual functions; assess questions & provide appropriate information or referral. (*) Developed after employment.
MINIMUM CLASS QUALIFICATIONS FOR EMPLOYMENT:
3 yrs. trg. or 3yrs. exp. in secretarial science including operation of typewriter or word processing equipment. For positions requiring manual dictation, applicants must also have trg. or exp. in speedwriting or shorthand which results in speed of 100 words per minute. -Or equivalent of Minimum Class Qualifications for Employment noted above.
TRAINING AND DEVELOPMENT REQUIRED TO REMAIN IN THE CLASSIFICATION AFTER EMPLOYMENT:
Not applicable.
UNUSUAL WORKING CONDITIONS:
Not applicable.
Remarks
:
Comments: Entered Name Comment 2022-06-30 11:39 AM Dawson, Angela We are requesting Ms. Lisa Howard
JOB DUTIES IN ORDER OF IMPORTANCE: (These duties are illustrative only. Incumbents may perform some or all of these duties or other job-related duties as assigned.)
" Performs non-routine administrative tasks (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to given situation to resolve problems, prepare correspondence &/or reports or to carry out other assignments) (e.g., responds to correspondence; reviews & summarizes fiscal &/or operational &/or personnel reports; represents supervisor at meetings or conferences with other agencies; researches & prepares data for budget inclusion; assists in writing budget justification; monitors spending & maintains fiscal records; performs personnel functions such as screening job applicants in face to face interviews; communicates decisions, directives &/or assignments to appropriate staff; represents division or agency on inter-divisional task forces or committees; reviews & summarizes reports on operations &/or fiscal &/or personnel activities; organizes conferences; coordinates acquisition & maintenance of office machines such as telephones &/or copier &/or telecopier &/or computers &/or typing equipment).
" Performs secretarial tasks (e.g., prepares confidential correspondence &/or reports; maintains confidential files; maintains calendar &/or makes travel arrangements for supervisor; takes & transcribes dictation &/or minutes of meetings; prepares payroll reports &/or timesheets); handles sensitive telephone calls; channels calls to appropriate parties for response.
" Performs clerical tasks (e.g., receives, opens, logs, distributes incoming mail; answers phone & screens calls; greets & directs visitors; maintains inventory of general office supplies & orders as needed; maintains files & retrieves information); prepares routine forms; prepares records retention & disposal schedules & arranges record transfers.
MAJOR WORKER CHARACTERISTICS: Knowledge of English grammar & composition; administrative practices & procedures*, office policies & procedures; departmental/agency regulations, policies & procedures*. Skill to operate dictation/transcription equipment; typewriter &/or word processing equipment. Ability to deal with problems involving several variables in somewhat unfamiliar context; write routine business letters, evaluations & records; gather, collate & classify information about data, people or things; move fingers easily to perform manual functions; assess questions & provide appropriate information or referral. (*) Developed after employment.
MINIMUM CLASS QUALIFICATIONS FOR EMPLOYMENT:
3 yrs. trg. or 3yrs. exp. in secretarial science including operation of typewriter or word processing equipment. For positions requiring manual dictation, applicants must also have trg. or exp. in speedwriting or shorthand which results in speed of 100 words per minute. -Or equivalent of Minimum Class Qualifications for Employment noted above.
TRAINING AND DEVELOPMENT REQUIRED TO REMAIN IN THE CLASSIFICATION AFTER EMPLOYMENT:
Not applicable.
UNUSUAL WORKING CONDITIONS:
Not applicable.
Remarks
:
Comments: Entered Name Comment 2022-06-30 11:39 AM Dawson, Angela We are requesting Ms. Lisa Howard
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Updated March 14, 2024
Updated March 14, 2024