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Executive secretary skills for your resume and career

Updated January 8, 2025

4 min read

Quoted experts

Allison White,

Allison White

Below we've compiled a list of the most critical executive secretary skills. We ranked the top skills for executive secretaries based on the percentage of resumes they appeared on. For example, 9.0% of executive secretary resumes contained office procedures as a skill. Continue reading to find out what skills an executive secretary needs to be successful in the workplace.

15 executive secretary skills for your resume and career

1. Office Procedures

Office procedures are the protocols and standards which define how the staff works together. The office procedures can be a set of rules and regulations which guide the employees and help them run the office operations smoothly. Paperwork, customer interaction, taking messages, handling calls in and out all fall under the office procedures.

Here's how executive secretaries use office procedures:

Organized office activities, including following office procedures and scheduling and coordinating office meetings and appointments.
Established cost-cutting office procedures for department that reduced cost and developed more efficient work routines.

2. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how executive secretaries use payroll:

Maintained accounting information and worked closely with payroll to ensure accuracy of summer school payroll authorizations.
Served as liaison and resource person to Department Directors/Supervisors for payroll.

3. Word Processing

Here's how executive secretaries use word processing:

Instruct subordinate branch Secretaries and clerical personnel within the organization concerning procedures on preparing correspondence and use of word processing software.
Perform routine and non-routine secretarial and administrative duties requiring highly-advanced secretarial and word processing skills and proficiency for the University Dean of

4. PowerPoint

Here's how executive secretaries use powerpoint:

Prepared international executive presentation material using Microsoft PowerPoint.
Composed various correspondence and communications, updated purchasing agreements, organized meetings, completed PowerPoint presentations and all travel arrangements.

5. Financial Statements

A financial statement is a report of an individual or a company that includes all the information about the declared assets, the use of money, income, and also the contribution of shareholders over a certain period.

Here's how executive secretaries use financial statements:

Used IBM PC to produce professional financial reports and correspondence including company's certified financial statements and strategic operating plan.
Provide secretarial support to Controller and Accounting Department including preparation of financial statements, reports, and presentations.

6. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how executive secretaries use scheduling appointments:

Provided daily administrative/secretarial support including monitoring executives' e-mail, composing general correspondence, scheduling appointments, and Dictaphone transcription.
Maintained supervisor's calendar by scheduling appointments and conferences independently and kept supervisor aware of scheduled appointments and meetings.

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7. Expense Reports

Here's how executive secretaries use expense reports:

Arranged, coordinated and prepared domestic and international travel reservations, accommodations, and itineraries as well as finalized expense reports.
Scheduled meeting, travel arrangements, handled/distributed correspondence, prepared presentation material, screened calls and completed expense reports.

8. Meeting Minutes

Here's how executive secretaries use meeting minutes:

Prepared agendas, transcribed meeting minutes and maintained accurate official minutes books for Commissioners, Retirement and Salary Board meetings.
Prepared and coordinated correspondence letters/memos, meeting minutes and presentations for divisional meetings with top-level executives.

9. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how executive secretaries use telephone calls:

Screened telephone calls; provided information or referred callers to appropriate department; answered inquiries or referred to appropriate official.
Scheduled and arranged important meetings and conferences whenever required and communicating with clients by attaining telephone calls and fax messages.

10. Office Equipment

Here's how executive secretaries use office equipment:

Managed inventory of supplies and arranged servicing of office equipment, making recommendations for upgrades or replacements when necessary.
Managed day-to-day operation of office facilities including processing Capital expenditures for office equipment and supplies, security and housekeeping.

11. Secretarial Support

Here's how executive secretaries use secretarial support:

Provided administrative and secretarial support to the Director and Department Managers, including time management, conference and meeting arrangements.
Provided administrative and medical academic secretarial support to high-level physician and medical professor in the Department of Medicine Administration.

12. Clerical Support

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Here's how executive secretaries use clerical support:

Provided general administrative and clerical support, including creating, editing, typing and copying general business documents.
Provide administrative/secretarial/clerical support to all Divisions within the Department by undertaking typing of letters, memos and reports.

13. Hotel Reservations

Hotel Reservations may be required for clients or high-level management staff members. To make these reservations, the caller must have all necessary information prepared: the client's name, the length of stay, the preferred room (if requested), and any additional amenities that may be requested by the client or guest.

Here's how executive secretaries use hotel reservations:

Prepare comprehensive domestic and international travel arrangements; including flight details, hotel reservations and ground transportation for meetings and conventions.
Arranged and coordinated travel arrangements including domestic and international air, hotel reservations and car service.

14. Administrative Tasks

Here's how executive secretaries use administrative tasks:

Completed all administrative tasks for the sorority to ensure active participation and efficient operations.
Supported and performed highly confidential administrative tasks for five senior management team members.

15. Conference Calls

Conference calls are call that involves three or more people who can speak at the same time. One of the persons connected may add the person to confer through the phone whose voice can be heard by all of those on the line. This can be done when the phone is used as a feature for a conference call that allows the initial caller to add more listeners or speakers on the same line without losing the first person he called. This is used to listen or communicate to different people at the same time that would save time, effort and avoid repeating the same discussion.

Here's how executive secretaries use conference calls:

Scheduled domestic/international telephonic conference calls and coordinated domestic/international travel arrangements for board members.
Scheduled and documented information discussed in monthly Master Black Belt/Continuous Improvement Leader conference calls.

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What skills help Executive Secretaries find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on executive secretary resumes?

Allison White

Associate Professor, Ohio University

Knowledge of spreadsheets software such as MS Excel is a commonly sought-after skill. Employers want word processing and spreadsheet skills but often say they want high school graduates and pay accordingly. These skills aren't always taught in high school. Those in the field should seek these skills. Additionally, medical and legal assistants have highly sought after. Terminology courses for these specialized areas are sometimes offered at the vocational schools but are usually offered at the post-secondary level.

What soft skills should all executive secretarys possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

What hard/technical skills are most important for executive secretarys?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What type of skills will young executive secretarys need?

Angela Robbins Ph.D.

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for an executive secretary stand out to employers?

Amanda Carpenter

Director, California State University Channel Islands

-Data analytics skills are critical technical skills that stand out to employers in today's market. According to NACE (2018), the use of data analytics is projected to have the most significant impact on an organization's operational efficiency and revenue generation.
-Source (NACE): www.naceweb.org

Do you want to know more?

List of executive secretary skills to add to your resume

The most important skills for an executive secretary resume and required skills for an executive secretary to have include:

Office Procedures
Payroll
Word Processing
PowerPoint
Financial Statements
Scheduling Appointments
Expense Reports
Meeting Minutes
Telephone Calls
Office Equipment
Secretarial Support
Clerical Support
Hotel Reservations
Administrative Tasks

Conference Calls
Office Management
Meeting Agendas
Event Planning
Administrative Functions
Statistical Reports
Office Operations
Travel Itineraries
Financial Reports
Calendar Management
Real Estate
Administrative Assistance
Routine Correspondence
International Travel Arrangements

Confidential Correspondence
Executive Support
Executive Board
Direct Reports
Press Releases
Windows
Travel Vouchers
Presentation Software
Bank Deposits
QuickBooks
Defense Travel System
Dictaphone
Mass Mailings

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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