Executive Assistant

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.

O*NET reports this occupation under titles such as: Administrative Aide; Administrative Assistant; Administrative Associate; Administrative Coordinator; Administrative Secretary; Administrative Specialist; Executive Administrative Assistant; Executive Assistant; Executive Secretary; Office Assistant

Tasks

• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments.
• Attend meetings to record minutes.

Knowledge

• Administrative
• English Language
• Customer and Personal Service
• Computers and Electronics
• Administration and Management

Skills

• Reading Comprehension
• Active Listening
• Speaking
• Writing
• Critical Thinking
• Active Learning
• Monitoring

Abilities

• Oral Comprehension
• Written Comprehension
• Oral Expression
• Written Expression
• Speech Recognition
• Near Vision
• Speech Clarity
• Information Ordering
• Problem Sensitivity
• Deductive Reasoning
• Category Flexibility
• Perceptual Speed
• Fluency of Ideas
• Originality
• Inductive Reasoning
• Flexibility of Closure
• Selective Attention