Executive Secretary Duties

Want to know more about an executive secretary's job profile? Read on!
Narayani Karthik Mar 11, 2019
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Every organization needs executive secretaries for handling the flow of information with perfection. They could report to a department manager, a city manager, a mayor, or any high-ranking official in a government hierarchy.
Basically, an executive secretary's responsibility precedes his reputation. He is often privy to the most confidential information and is supposed to work with such sensitive information in a professional manner.
Many a time, representing officials in events, gatherings, and meetings, and presenting information on behalf of the officials (in their absence), are some major executive secretary duties.

Job Description

Before applying for this post, one must know about the kind of job and the proficiency required for justifying the application. The responsibilities cover many important and instant activities. Apart from the clerical administration, which is a part of this job, the duties also include multitasking, like taking important business calls simultaneously.
This job is centered around scheduling important meetings and conferences whenever required.
The duties also include:
  • Maintaining a general filing system and documenting all the correspondence
  • Communicating important telephone and fax messages
  • Planning and preparing meetings and organizing overseas conference calls
  • Providing word processing and secretarial support
  • Responding on time to public inquiries

Requirements

Apart from the stated duties, the secretary must be well versed in politics, legislation, legal procedures, and office administration system. The needed skill set includes:
  • Excellent verbal and written communication (sound in workplace communication)
  • Honest and trustworthy
  • A sound knowledge of computer skills (includes working with computerized accounting, spreadsheets, word processing programs, etc.)
  • Time management and stress management
  • Flexibility in working environment
  • Complete awareness of sound workplace ethics

Duties

  • Gathering information, sorting, and categorizing it
  • Delegating the processed information to the appropriate departments in the organization in a timely fashion
  • Scheduling appointments, meetings, and conferences for business or for presentation to be delivered
  • Booking calendars for the reporting manager and scheduling his appointments and meetings
  • Maintaining the data shared between the departments, by filing and recording the information accordingly (as hard copies and electronic filing system)
  • Answering phones, and providing necessary information to the individual departmental managers and processing information
  • Greeting clients and visitors and giving them an outline of the nature of business of the organization
  • Attending meetings and official events on behalf of the manager when required and preparing minutes of meeting for future reference
  • Ensuring authenticity of office policies and procedures and supervising support staff
The work environment however, varies from organization to organization, as this job is diversified across administration, health domain, and private firms. Nowadays, the secretary job duties have eased with the heightened efficiency of computers, emails, scanners, and voice messaging systems.
Much of the equipment that is used in secretarial jobs is automated. Yet, there are certain skill sets which cannot be replaced by technology. Such skills include the business communication skills and class, which is needed for coaching the staff, working with the clients, and scheduling and preparing for conferences and meetings.

Salary

The salary ranges between USD 30,000 - USD 64,000 depending on the work domain and hence, is an attractive career choice. This job plays a major role in every organization. No matter how much technical inventions like computers make the job easier, the skills required for this job are irreplaceable. These duties are an integral part of every organization.