Occupation AtlasExecutive Secretaries and Executive Administrative Assistants

O*NET · 43-6011.00

Executive Secretaries and Executive Administrative Assistants

Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Also called Administrative Aide · Administrative Assistant · Administrative Associate · Administrative Coordinator · Administrative Liaison · Administrative Office Assistant · Administrative Office Specialist · Administrative Officer
36 more

Administrative Secretary · Administrative Services Assistant · Administrative Specialist · Administrative Support Specialist · Clerical Specialist · Confidential Secretary · Congressional Apprentice · Congressional Staffer · Corporate Secretary · Director's Assistant · Executive Administrative Assistant · Executive Administrator · Executive Assistant · Executive Office Assistant · Executive Secretary · Executive Staff Assistant · Financial Secretary · HR Executive Assistant · Human Resources Executive Assistant (HR Executive Assistant) · Management Assistant · Office Administrator · Office Assistant · Personal Assistant · Personal Secretary · President's Assistant · Program Support Assistant · Program Support Specialist · Project Assistant · Protocol Officer · Scheduler · Staff Assistant · Trust Manager Assistant · VP Assistant · VP Assistant (Vice President's Assistant) · VP Secretary · VP Secretary (Vice President Secretary)

Job Zone 3 — Medium Preparation NeededHolland code CES35 skills on file

Compare with another occupationCompare with Human Resources Specialists

Job Zone

  1. 1
  2. 2
  3. 3
  4. 4
  5. 5

Zone 3: Medium Preparation Needed

Medium preparation. Vocational training, related on-the-job experience, or an associate degree, with one to two years of training that combines experience and informal instruction.

Job Zone is O*NET's rating of how much education, experience and training an occupation typically needs — a property of the work, not of anyone doing it.

Occupational interest profile

CESConventional · Enterprising · Social — the three strongest interests, in order

  • C Conventional6.41
  • E Enterprising5.51
  • S Social3.94
  • I Investigative1.94
  • A Artistic1.35
  • R Realistic1.32

RIASEC (Holland) interests on O*NET's 0–7 scale: what the work draws on, not what any individual prefers. Hover a row for what each dimension means.

Education and experience

The education level respondents say the job requires, and the most common answer for experience and training.

  • High School Diploma or the equivalent24%
  • Post-Secondary Certificate1%
  • Some College Courses21%
  • Associate's Degree or other 2-year degree34%
  • Bachelor's Degree12%
  • Master's Degree2%
  • Post-Master's Certificate3%
  • First Professional Degree3%
Related work experience
Over 2 years, up to and including 4 years (29%)
On-site or in-plant training
None (31%)
On-the-job training
Anything beyond short demonstration, up to and including 1 month (40%)

Typically associated skills

All 35 O*NET skills, most important first. Importance (1–5) says how much a skill matters here; level (0–7) says how much of it the work calls for, with O*NET's example of a nearby level. Neither is a proficiency rating of a person.

  • Active ListeningbasicImportance 4.0Level 4.0Level 4 looks like: Answer inquiries regarding credit references
  • Reading ComprehensionbasicImportance 4.0Level 4.0Level 4 looks like: Understand an email from management describing new personnel policies
  • SpeakingbasicImportance 3.9Level 3.9Level 4 looks like: Interview applicants to obtain personal and work history
  • Service OrientationImportance 3.8Level 3.8Level 4 looks like: Make flight reservations for customers using an online booking site
  • WritingbasicImportance 3.8Level 3.8Level 4 looks like: Write an email to staff outlining new directives
  • CoordinationImportance 3.4Level 3.0Level 2 looks like: Schedule appointments for a medical clinic
  • Critical ThinkingbasicImportance 3.3Level 3.8Level 4 looks like: Evaluate customer complaints and determine appropriate responses
  • Social PerceptivenessImportance 3.3Level 3.1Level 4 looks like: Be aware of how a coworker's promotion will affect a work group
  • Time ManagementImportance 3.3Level 3.0Level 2 looks like: Keep a monthly calendar of appointments
  • MonitoringbasicImportance 3.1Level 3.6Level 4 looks like: Monitor a meeting and revise the agenda to ensure important topics are discussed
  • Active LearningbasicImportance 3.1Level 3.1Level 4 looks like: Determine the impact of new menu changes on a restaurant's purchasing requirements
  • Judgment and Decision MakingImportance 3.1Level 2.9Level 2 looks like: Decide how scheduling a break will affect work flow
Show the other 23

Tasks

15 core · 7 supplemental

What people in this occupation do, as O*NET records it, core tasks first by importance (1–5).

  1. Manage and maintain executives' schedules.Importance 4.4
  2. Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.Importance 4.2
  3. Make travel arrangements for executives.Importance 4.2
  4. Answer phone calls and direct calls to appropriate parties or take messages.Importance 4.1
  5. Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.Importance 4.1
  6. Open, sort, and distribute incoming correspondence, including faxes and email.Importance 4.0
  7. Greet visitors and determine whether they should be given access to specific individuals.Importance 4.0
  8. Prepare responses to correspondence containing routine inquiries.Importance 4.0
  9. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.Importance 3.9
  10. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.Importance 3.9
  11. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.Importance 3.9
  12. File and retrieve corporate documents, records, and reports.Importance 3.8
Show the other 10
  1. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.Importance 3.7
  2. Provide clerical support to other departments.Importance 3.6
  3. Attend meetings to record minutes.Importance 3.5
  4. Process payroll information.Importance 4.3
  5. Interpret administrative and operating policies and procedures for employees.Importance 3.8
  6. Set up and oversee administrative policies and procedures for offices or organizations.Importance 3.7
  7. Compile, transcribe, and distribute minutes of meetings.Importance 3.6
  8. Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.Importance 3.6
  9. Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.Importance 3.4
  10. Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.Importance 3.3

Knowledge

Bodies of knowledge the work draws on.

  • AdministrativeImportance 4.5Level 6.0Level 7 looks like: Organize a digital storage system for company forms
  • English LanguageImportance 4.2Level 4.0Level 4 looks like: Edit an article for a news website
  • Customer and Personal ServiceImportance 3.5Level 3.8Level 4 looks like: Be responsible for 10 children at daycare
  • Computers and ElectronicsImportance 3.3Level 3.8Level 4 looks like: Use a computer to format a document
  • Administration and ManagementImportance 3.2Level 3.3Level 4 looks like: Monitor progress of a project to ensure timely completion
  • Personnel and Human ResourcesImportance 2.8Level 2.7
  • Communications and MediaImportance 2.7Level 2.7
  • MathematicsImportance 2.5Level 2.8
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  • Public Safety and SecurityImportance 2.3Level 1.9Level 1 looks like: Use a seatbelt
  • Economics and AccountingImportance 2.1Level 1.9Level 1 looks like: Answer billing questions from credit card customers
  • Education and TrainingImportance 2.1Level 2.1Level 1 looks like: Show someone how to bowl
  • Law and GovernmentImportance 2.1Level 2.1Level 1 looks like: Describe the length of a U.S. presidential term
  • TelecommunicationsImportance 2.1Level 1.1Level 1 looks like: Send an email
  • TransportationImportance 2.0Level 1.9Level 1 looks like: Ride a train to work
  • PsychologyImportance 1.9Level 1.5Level 1 looks like: Monitor several children on a playground
  • Sociology and AnthropologyImportance 1.8Level 1.2Level 1 looks like: Identify two cultures in a story as being different
  • Philosophy and TheologyImportance 1.7Level 1.3Level 1 looks like: Watch a TV show on family values
  • Sales and MarketingImportance 1.5Level —
  • Foreign LanguageImportance 1.4Level 0.6Level 1 looks like: Say "please" and "thank you" in a foreign language
  • GeographyImportance 1.4Level 0.7Level 1 looks like: Know the capital of the United States
  • Production and ProcessingImportance 1.4Level 0.8Level 1 looks like: Put a computer back into its packing materials
  • MechanicalImportance 1.3Level 0.6Level 1 looks like: Replace the filters in a furnace
  • Medicine and DentistryImportance 1.3Level —
  • Therapy and CounselingImportance 1.3Level 0.6Level 1 looks like: Put ice on a sprained ankle
  • DesignImportance 1.2Level —
  • Engineering and TechnologyImportance 1.2Level —
  • Fine ArtsImportance 1.2Level —
  • History and ArcheologyImportance 1.2Level —
  • BiologyImportance 1.1Level —
  • Building and ConstructionImportance 1.1Level —
  • ChemistryImportance 1.1Level —
  • Food ProductionImportance 1.1Level —
  • PhysicsImportance 1.1Level —

Abilities

Enduring capacities the work calls for.

  • Oral ComprehensionImportance 4.0Level 4.0Level 4 looks like: Understand a coach's oral instructions for a sport
  • Oral ExpressionImportance 4.0Level 4.0Level 4 looks like: Give instructions to a lost motorist
  • Speech RecognitionImportance 4.0Level 4.1Level 4 looks like: Identify a former customer's voice over the phone
  • Written ComprehensionImportance 4.0Level 4.0Level 4 looks like: Understand an apartment lease
  • Written ExpressionImportance 4.0Level 4.0Level 4 looks like: Write a job recommendation for a subordinate
  • Near VisionImportance 3.9Level 4.1Level 5 looks like: Read the fine print of a legal document
  • Speech ClarityImportance 3.9Level 3.9Level 4 looks like: Make stadium-wide announcements during a sporting event
  • Information OrderingImportance 3.4Level 3.1Level 2 looks like: Follow the correct steps to make change
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  • Problem SensitivityImportance 3.3Level 3.0Level 2 looks like: Recognize that an unplugged lamp won't work
  • Category FlexibilityImportance 3.1Level 3.1Level 3 looks like: Classify flowers according to size, color, and smell
  • Deductive ReasoningImportance 3.1Level 3.1Level 2 looks like: Know that a stalled car can coast downhill
  • Perceptual SpeedImportance 3.1Level 2.8Level 2 looks like: Sort mail according to ZIP codes with no time pressure
  • Flexibility of ClosureImportance 3.0Level 3.0Level 2 looks like: Detect that your phone is ringing while at a concert
  • Fluency of IdeasImportance 3.0Level 3.0Level 2 looks like: Name four different uses for a screwdriver
  • Inductive ReasoningImportance 3.0Level 3.1Level 4 looks like: Determine the prime suspect based on crime scene evidence
  • OriginalityImportance 3.0Level 3.0Level 2 looks like: Use a credit card to open a locked door
  • Selective AttentionImportance 3.0Level 3.0Level 2 looks like: Answer a business call with coworkers talking nearby
  • Far VisionImportance 2.9Level 3.1Level 4 looks like: Read the slides on a presentation from across a room
  • Mathematical ReasoningImportance 2.9Level 2.6
  • Time SharingImportance 2.9Level 2.9Level 3 looks like: Watch street signs while driving at 30 miles an hour
  • MemorizationImportance 2.8Level 2.8
  • Finger DexterityImportance 2.6Level 2.3Level 2 looks like: Put coins in a parking meter
  • Number FacilityImportance 2.6Level 2.8Level 3 looks like: Calculate a discounted price
  • Speed of ClosureImportance 2.6Level 2.5Level 3 looks like: Recognize a song after hearing only the first few notes
  • Auditory AttentionImportance 2.3Level 2.1Level 2 looks like: Listen to a lecture while people nearby are talking
  • VisualizationImportance 2.3Level 2.3Level 2 looks like: Imagine how to place paper in a printer so that the letterhead comes out on top
  • Wrist-Finger SpeedImportance 2.1Level 1.9Level 2 looks like: Use a screwdriver to twist in a screw
  • Hearing SensitivityImportance 1.9Level 1.5Level 2 looks like: Notice a doorbell ringing
  • Manual DexterityImportance 1.9Level 1.0Level 1 looks like: Screw a light bulb into a light socket
  • Visual Color DiscriminationImportance 1.9Level 1.8Level 1 looks like: Separate laundry into colors and whites
  • Arm-Hand SteadinessImportance 1.8Level 0.9
  • Control PrecisionImportance 1.6Level 0.8
  • Multilimb CoordinationImportance 1.6Level 0.6
  • Trunk StrengthImportance 1.5Level 0.9
  • Static StrengthImportance 1.4Level 0.4Level 1 looks like: Push an empty shopping cart
  • Depth PerceptionImportance 1.3Level —
  • Dynamic StrengthImportance 1.3Level —
  • Explosive StrengthImportance 1.3Level —
  • Response OrientationImportance 1.3Level —
  • Extent FlexibilityImportance 1.1Level —
  • Dynamic FlexibilityImportance 1.0Level —
  • Glare SensitivityImportance 1.0Level —
  • Gross Body CoordinationImportance 1.0Level —
  • Gross Body EquilibriumImportance 1.0Level —
  • Night VisionImportance 1.0Level —
  • Peripheral VisionImportance 1.0Level —
  • Rate ControlImportance 1.0Level —
  • Reaction TimeImportance 1.0Level —
  • Sound LocalizationImportance 1.0Level —
  • Spatial OrientationImportance 1.0Level —
  • Speed of Limb MovementImportance 1.0Level —
  • StaminaImportance 1.0Level —

Work activities

Kinds of activity the work is made of.

  • Communicating with Supervisors, Peers, or SubordinatesImportance 4.6Level 5.1Level 4 looks like: Report the results of a sales meeting to a supervisor
  • Communicating with People Outside the OrganizationImportance 4.5Level 4.5Level 4 looks like: Present information to potential clients about available services
  • Establishing and Maintaining Interpersonal RelationshipsImportance 4.5Level 5.4Level 4 looks like: Maintain good working relationships with almost all coworkers and clients
  • Getting InformationImportance 4.5Level 4.3Level 4 looks like: Review a budget
  • Organizing, Planning, and Prioritizing WorkImportance 4.5Level 6.0Level 7 looks like: Prioritize and plan multiple tasks several months ahead
  • Performing Administrative ActivitiesImportance 4.4Level 4.3Level 4 looks like: Complete tax forms for a small business
  • Working with ComputersImportance 4.4Level 3.6Level 4 looks like: Write software for keeping track of parts in inventory
  • Scheduling Work and ActivitiesImportance 4.3Level 5.1Level 4 looks like: Prepare the work schedule for salesclerks in a large retail store
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  • Updating and Using Relevant KnowledgeImportance 4.2Level 4.9Level 4 looks like: Keep current on changes in maintenance procedures for repairing sports cars
  • Processing InformationImportance 4.0Level 4.0Level 4 looks like: Calculate the adjustments for insurance claims
  • Identifying Objects, Actions, and EventsImportance 3.9Level 4.0Level 4 looks like: Judge the suitability of food products for an event
  • Documenting/Recording InformationImportance 3.8Level 3.4Level 4 looks like: Document the results of a crime scene investigation
  • Making Decisions and Solving ProblemsImportance 3.7Level 3.8Level 4 looks like: Select the location for a major retail store
  • Thinking CreativelyImportance 3.7Level 3.9Level 4 looks like: Adapt popular music for a high school marching band
  • Assisting and Caring for OthersImportance 3.5Level 4.0Level 4 looks like: Help a medical patient find in-home assistance or healthcare
  • Evaluating Information to Determine Compliance with StandardsImportance 3.4Level 3.3Level 4 looks like: Evaluate a complicated insurance claim for compliance with policy terms
  • Monitoring Processes, Materials, or SurroundingsImportance 3.4Level 3.9Level 4 looks like: Test electrical circuits
  • Coordinating the Work and Activities of OthersImportance 3.2Level 3.3Level 4 looks like: Organize the cleanup crew after a major sporting event
  • Performing for or Working Directly with the PublicImportance 3.1Level 3.4Level 4 looks like: Sell shoes in a crowded shoe store
  • Resolving Conflicts and Negotiating with OthersImportance 3.1Level 3.4Level 4 looks like: Get two subordinates to agree about vacation schedules
  • Interpreting the Meaning of Information for OthersImportance 2.9Level 2.5Level 1 looks like: Interpret a blood pressure reading
  • Judging the Qualities of Objects, Services, or PeopleImportance 2.9Level 3.2Level 4 looks like: Determine the value of property lost in a fire
  • Analyzing Data or InformationImportance 2.8Level 3.1Level 4 looks like: Determine the interest cost to finance a new building
  • Developing and Building TeamsImportance 2.8Level 2.8
  • Handling and Moving ObjectsImportance 2.8Level 3.6Level 4 looks like: Arrange books in a library
  • Coaching and Developing OthersImportance 2.7Level 3.2Level 4 looks like: Provide on-the-job training for administrative workers
  • Developing Objectives and StrategiesImportance 2.7Level 2.8
  • Monitoring and Controlling ResourcesImportance 2.7Level 3.2Level 4 looks like: Work as a chef responsible for ordering food for the menu
  • Estimating the Quantifiable Characteristics of Products, Events, or InformationImportance 2.5Level 2.4Level 1 looks like: Estimate the size of household furniture to be shipped
  • Guiding, Directing, and Motivating SubordinatesImportance 2.4Level 2.5Level 1 looks like: Work occasionally as a backup supervisor
  • Inspecting Equipment, Structures, or MaterialsImportance 2.3Level 1.9Level 1 looks like: Check that doors to building are locked
  • Providing Consultation and Advice to OthersImportance 2.3Level 2.2Level 1 looks like: Work in a position that requires little advising of others
  • Training and Teaching OthersImportance 2.3Level 2.3Level 1 looks like: Give coworkers brief instructions on a simple procedural change
  • Performing General Physical ActivitiesImportance 2.2Level 1.8Level 1 looks like: Walk between workstations in a small office
  • Controlling Machines and ProcessesImportance 2.0Level 1.7Level 1 looks like: Operate a cash register
  • Selling or Influencing OthersImportance 2.0Level 2.0Level 1 looks like: Convince a coworker to assist with an assignment
  • Staffing Organizational UnitsImportance 1.8Level 1.5Level 1 looks like: Work in a position that has minimal staffing requirements
  • Repairing and Maintaining Electronic EquipmentImportance 1.7Level 1.3Level 1 looks like: Use display settings to adjust a television picture
  • Repairing and Maintaining Mechanical EquipmentImportance 1.5Level 1.0Level 1 looks like: Make simple, external adjustments to a door hinge with ordinary hand tools
  • Operating Vehicles, Mechanized Devices, or EquipmentImportance 1.4Level 1.0Level 1 looks like: Drive a car
  • Drafting, Laying Out, and Specifying Technical Devices, Parts, and EquipmentImportance 1.3Level 0.7Level 1 looks like: Specify the lighting for a work area

Work context

The conditions most characteristic of the work, on O*NET's 1–5 context scale.

  • E-Mail5.0
  • Telephone Conversations5.0
  • Contact With Others4.7
  • Determine Tasks, Priorities and Goals4.7
  • Face-to-Face Discussions with Individuals and Within Teams4.7
  • Work With or Contribute to a Work Group or Team4.6
  • Importance of Being Exact or Accurate4.5
  • Indoors, Environmentally Controlled4.4
  • Spend Time Sitting4.4
  • Freedom to Make Decisions4.3

Technology

89 tools

Software used in this work. In demand: among the tools job postings for this occupation name most. Hot: often named in job postings across the economy.

In demand (9)

  • Google Workspace softwarehot
  • Microsoft Excelhot
  • Microsoft Office softwarehot
  • Microsoft Outlookhot
  • Microsoft PowerPointhot
  • Microsoft SharePointhot
  • Microsoft Wordhot
  • SAP Concurhot
  • Zoomhot

Hot (17; 9 more marked hot above)

  • Adobe Acrobat
  • Adobe Illustrator
  • Adobe InDesign
  • Adobe Photoshop
  • Apple macOS
  • Cisco Webex
  • Facebook
  • Google Docs
  • Intuit QuickBooks
  • Microsoft Access
  • Microsoft Project
  • Microsoft Team Foundation Server
  • Microsoft Visio
  • Oracle PeopleSoft
  • Oracle Primavera Enterprise Project Portfolio Management
  • SAP software
  • Slack
Other tools (63)
  • Adobe Contribute
  • Aestiva Purchase Order
  • Airtable
  • Apple Keynote
  • Appointment scheduling software
  • Blackbaud The Raiser's Edge
  • Corel WordPerfect Office Suite
  • Database software
  • Dropbox
  • Eko
  • Epicor Vantage ERP
  • Evernote
  • Exact Software Macola ES
  • FileMaker Pro
  • Fishbowl Warehouse
  • Geac MPC Production
  • Google Drive
  • Google Meet
  • Google Sites
  • Google Slides
  • Graphics software
  • Human resource management software HRMS
  • IBM Notes
  • Inetsoft
  • Intrado SchoolMessenger
  • JamBoard
  • KAPES
  • LexisNexis
  • LinkedIn
  • LogMeIn GoToMeeting
  • LogMeIn GoToWebinar
  • Maynard PlanStaff Manager
  • Micro Estimating FabPlan
  • Microsoft Dynamics
  • Microsoft Dynamics GP
  • Microsoft OneNote
  • Microsoft Publisher
  • Microsoft SharePoint Server
  • MicroStrategy Report Services
  • MTI Systems Costimator JS
  • Oracle E-Business Suite Financials
  • Oracle PeopleSoft Financials
  • ParentSquare
  • PCC EHR
  • PCC Pediatric Partner
  • PRONTO Xi
  • ProQuest RefWorks
  • ProQuest RefWorks RefShare
  • Questek Humanis
  • Records management systems
  • Sage 50 Accounting
  • Sage Peachtree Premium Accounting for Manufacturing
  • Slido interaction software
  • SmugMug Flickr
  • Social media sites
  • SYSPRO business software
  • Transcription software
  • Web browser software
  • Web conferencing software
  • Work Technology WorkTech Time
  • Workbrain Employee Scheduling
  • Workbrain Time and Attendance
  • Workflow International Deskflow Enterprise

Related occupations

O*NET's own list of the occupations most related to this one, closest first.

ESCO equivalents

From the official ESCO–O*NET crosswalk, strongest match first. A broader occupation takes in this one; a narrower one is a part of it.

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This page includes information from the O*NET 31.0 Database by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA), used under the CC BY 4.0 license; O*NET® is a trademark of USDOL/ETA. ESCO occupations and skills are from the European Commission's ESCO classification, and the occupation crosswalk is the official ESCO–O*NET mapping by the ESCO Secretariat with USDOL/ETA. This service uses the ESCO classification of the European Commission. BlissPoint Analytics has modified all or some of this information: skill, task and descriptor ratings are rounded to one decimal, and ESCO occupations show Job Zone and interests copied from a crosswalked O*NET occupation. USDOL/ETA has not approved, endorsed, or tested these modifications.