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Become A Senior Executive Administrative Assistant

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Working As A Senior 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

  • $48,000

    Average Salary

What Does A Senior 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 A Senior 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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Senior Executive Administrative Assistant Career Paths

Senior Executive Administrative Assistant
Senior Executive Assistant Office Manager Human Resources Manager
Senior Human Resources Manager
9 Yearsyrs
Senior Executive Assistant Office Manager
Office Manager Of Human Resources
6 Yearsyrs
Senior Executive Assistant Office Manager Director Of Human Resources
Human Resources Vice President
12 Yearsyrs
Executive Assistant To Chief Executive Officer Marketing Director Vice President
Manager, Assistant Vice President
7 Yearsyrs
Executive Assistant To Chief Executive Officer Director Of Human Resources Assistant Vice President
Administration Vice President
6 Yearsyrs
Executive Assistant/Office Manager Business Owner Business Manager
Business Operations Manager
8 Yearsyrs
Executive Assistant/Office Manager Owner Maintenance Manager
Special Projects Manager
7 Yearsyrs
Executive Assistant/Office Manager Controller Treasurer
Accountant And Office Manager
6 Yearsyrs
Senior Executive Manager Marketing Manager
Marketing And Operations Manager
5 Yearsyrs
Senior Executive Store Manager Parts Manager
Administrative Services Manager
7 Yearsyrs
Owner Business Owner Business Office Manager
Office And Operations Manager
6 Yearsyrs
Senior Executive Marketing Manager Marketing Manager/Project Manager
Manager Of Special Events
5 Yearsyrs
Senior Administrator Administrative Manager
Human Resources Administration Manager
6 Yearsyrs
Senior Administrator Lead Administrator Administrative Manager
Administrative Operations Manager
6 Yearsyrs
Senior Administrator Property Manager Office Manager Of Human Resources
Accounts Payable Manager
7 Yearsyrs
Operations Manager Client Services Manager Client Relationship Manager
Client Relations Manager
6 Yearsyrs
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Average Length of Employment
Top Careers Before Senior Executive Administrative Assistant
Secretary 2.4%
Top Careers After Senior Executive Administrative Assistant

Do you work as a Senior Executive Administrative Assistant?

Senior Executive Administrative Assistant Demographics

Gender

Female

83.8%

Male

8.6%

Unknown

7.7%
Ethnicity

White

60.5%

Hispanic or Latino

17.9%

Black or African American

12.3%

Asian

5.7%

Unknown

3.6%
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Foreign Languages Spoken

Spanish

53.1%

French

11.1%

Portuguese

4.9%

Italian

4.9%

German

3.7%

Arabic

3.7%

Hindi

2.5%

Japanese

2.5%

Armenian

2.5%

Russian

2.5%

Korean

2.5%

Chinese

1.2%

Cantonese

1.2%

Dakota

1.2%

Sindhi

1.2%

Mandarin

1.2%
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Senior Executive Administrative Assistant Education

Schools

University of Phoenix

26.5%

University of Maryland - University College

7.1%

Ashford University

5.3%

San Jose State University

5.3%

Strayer University

5.3%

California State University - Los Angeles

4.7%

Monroe College

4.1%

Houston Community College

3.5%

Cornell University

3.5%

Miami Dade College

3.5%

Harvard University

3.5%

Liberty University

3.5%

Kaplan University

3.5%

Prince George's Community College

2.9%

Franklin University

2.9%

New York University

2.9%

Mercy College - Dobbs Ferry

2.9%

University of Toledo

2.9%

University of Akron

2.9%

Georgia State University

2.9%
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Majors

Business

44.4%

Accounting

5.0%

Communication

4.1%

Human Resources Management

3.9%

Management

3.7%

Psychology

3.6%

Education

3.3%

Health Care Administration

3.3%

General Studies

3.0%

Liberal Arts

3.0%

Secretarial And Administrative Science

2.9%

Legal Support Services

2.7%

English

2.6%

Criminal Justice

2.6%

Marketing

2.6%

Project Management

1.9%

Real Estate

1.9%

Finance

1.9%

Medical Assisting Services

1.9%

Political Science

1.6%
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Degrees

Bachelors

35.7%

Other

29.8%

Associate

14.5%

Masters

10.7%

Certificate

6.4%

Diploma

1.8%

Doctorate

0.7%

License

0.6%
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Top Skills for A Senior Executive Administrative Assistant

  1. Travel Arrangements
  2. Office Supplies
  3. Procedures
You can check out examples of real life uses of top skills on resumes here:
  • Managed complex calendars, travel arrangements with accompanying detailed itinerary for executive, with foresight to anticipate changes and modify accordingly.
  • Managed inventory and ordered office supplies.
  • Identified appropriate protocols and contacts, and provided resolution and innovative approaches to expand operation practices and procedures.
  • Performed financial statements, preparations, and analysis.
  • Coordinated on-site and/or off-site meetings for executive and project management teams.

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