Executive Secretaries and Executive Administrative Assistants

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About the Job

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

It is also Called

  • Administrative Aide
  • Administrative Assistant
  • Administrative Associate
  • Administrative Coordinator
  • Administrative Liaison
  • Administrative Office Assistant
  • Administrative Officer
  • Administrative Office Specialist
  • Administrative Secretary
  • Administrative Services Assistant
View All

What They Do

  • Manage and maintain executives' schedules.
  • Process payroll information.
  • 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.

Interests

People who work in this occupation generally have the interest code: CE.

This means people who work in this occupation generally have Conventional interests, but also prefer Enterprising environments.

Work Values

People who work in this occupation generally prize Relationships, but also value Support and Working Conditions in their jobs.

Things They Need to Know

  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Things They Need to Be Able to Do

  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Speaking - Talking to others to convey information effectively.
  • Service Orientation - Actively looking for ways to help people.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Coordination - Adjusting actions in relation to others' actions.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Education Required

Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.

Wages

In 2018, the average annual wage in Kansas City, MO-KS was $58,070 with most people making between $38,550 and $80,480

Outlook

0.00%
avg. annual growth

During 2014, this occupation employed approximately 2,941 people in Kansas City, MO-KS. It is projected that there will be - employed in 2024.

This occupation will have about 0 openings due to growth and about 310 replacement openings for approximately 310 total annual openings.



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