Executive Secretaries and Administrative Assistants: What They Are and How to Get There
Executive secretaries and executive administrative assistants are essential to the smooth functioning of any organization. They are tasked with providing high-level administrative support to executives, managers or other professionals, and handling day-to-day office duties. In this article, we will provide an overview of this vital occupation and discuss how to start a career in this field.
What Does an Executive Secretary Do?
Executive secretaries, or administrative assistants, provide support to executives and senior management. They are responsible for managing schedules, organizing meetings and events, scheduling travel, conducting research, and handling sensitive and confidential information. They use office software programs, like Microsoft Office, to create reports, presentations, and correspondence.
In addition to daily administrative duties, executive secretaries can also be responsible for supervising other administrative staff, managing projects, and preparing financial reports.
Examples of Executive Secretary Job Titles
Roles with a variety of job titles may fall under the category of executive secretary, including:
- Executive Assistant
- Administrative Coordinator
- Personal Assistant
- Office Manager
- Executive Administrator
- Secretary
- Administrative Assistant
Education and Training for Executive Secretaries
Most executive secretaries are required to have at least a high school diploma or equivalent. However, an increasing number of employers prefer to hire candidates with some post-secondary education. Colleges and universities offer vocational training and certificate programs in office administration or executive assisting. An associate degree in business administration or office management can also be beneficial for those in this occupation.
Executive secretaries must have excellent computer and organizational skills, be detail-oriented and able to multitask. They must also have superior writing and communication skills, as they are often the first point of contact for clients and customers.
Progression in the Field
Executive secretaries can move up the career ladder by taking on additional responsibilities and gaining more experience. They can progress to administrative or executive office manager positions, overseeing teams of administrative staff, or branch out into other areas of management. With the right qualifications and experience, they can also become executive assistants or personal assistants to a top-level executive.
How to Get Started in the Field
If you are new to the field and interested in becoming an executive secretary, there are several steps to take:
- Consider enrolling in a certificate or degree program in office administration or executive assisting.
- Gain experience by completing an internship or entry-level administrative position.
- Join a professional organization, like the International Association of Administrative Professionals, for networking, career development resources, and certification opportunities.
- Develop strong organizational, communication, and computer skills by utilizing software and taking training courses in the latest office technology programs.
With dedication and hard work, becoming an executive secretary can be a rewarding career path with opportunities for advancement and growth.
Executive secretaries and executive administrative assistants are crucial personnel in any organization. Their job is to provide high-level administrative support to senior executives or top-level management. This occupation is usually categorized into various job levels, including entry, intermediate, and experienced. The US national average salary data for executive secretaries and executive administrative assistants are as follows:
Job level | Salary (annual) | Hourly rate
—|—|—
Entry | $53,643.20 | –
Intermediate | $66,768.00 | –
Experienced | $81,827.20 | –
Not able to be leveled | $73,860.80 | $62,316.80
The salary and hourly rates may vary depending on the job level, full-time or part-time work, and whether the position is unionized or not. The data shows that the full-time workers earn more than part-timers, and those who are part of a union make more on average. Here is a breakdown of the salary data by job level and employment type:
Job level | Full-time | Part-time | Nonunion | Union
—|—|—|—|—
Entry | $55,057.60 | – | $53,638.00 | –
Intermediate | $67,225.60 | – | $64,979.20 | $68,452.80
Experienced | $82,638.40 | – | $77,862.40 | $88,014.40
Not able to be leveled | $73,777.60 | – | – | –
The salary data also indicates the cities where executive secretaries and executive administrative assistants are best and least paid. The San Francisco-Oakland-Hayward area in California pays the highest salary for this occupation, while the Monroe area in Louisiana pays the least. Here are the salary data for these two geographies:
Geography | Job level | Salary (annual) | Hourly rate
—|—|—|—
San Francisco-Oakland-Hayward, CA | All levels | $104,873.60 | $88,982.40
Monroe, LA | All levels | $42,993.60 | $40,560.00
In conclusion, executive secretaries and executive administrative assistants are important members of any organization, who provide essential administrative support to top-level management. The salary data shows that the salary and hourly rates vary depending on the job level, employment type, whether the position is unionized or not, and the geography of the job.
