Executive Secretary job description

The basic requirement of each and every organization is its smooth and effective functioning. Every organization works effectively only if all the departments inside it coordinate with each other and work efficiently.

It's the duty of an executive secretary to keep a track of all the departments, staff, and working environment that will help in the organization's progress and avoid any work casualties. The executive secretary's position is one of the top level positions in an organization and is rarely an entry-level position.

An executive secretary requires a strong educational background and skill to work at this position. The below given executive secretary responsibilities will help you to understand the different tasks carried out by an executive secretary.

The executive secretary is responsible for interacting with the top level executives and their counterparts. They need to give detailed information about each and every process carried out in the organization. Every organization requires an executive secretary for an effective flow of information within the organization.

He or she is privy to the most confidential information of the organization and responsible for maintaining its confidentiality. The executive officer also interacts with the representing officials in meetings, events, or gatherings and provide them the required information on behalf of the senior officials.

The career as an executive secretary is not a simple task, as he or she needs to undertake lots of responsibilities effectively. To start your career as an executive secretary, you must have ample knowledge of the specific industry and posses minimum four years of experience in the respective field.

You must also have a strong educational background and skills to handle this job position effectively. The below given detailed information about the executive secretary responsibilities, educational qualifications, and key skills will help you understand all the important parameters required to become an executive secretary.

Educational Qualification Required For Executive Secretary

An executive secretary should be highly qualified with adequate experience of the specific field. To apply for the position of an executive secretary, a candidate must at least possess a bachelor's degree in management, finance, economics, or other relevant fields. Along with a bachelor's degree, the candidate must also possess professional experience in the executive field. Many organizations usually prefer candidates with a master's degree and some experience of the executive field for the post of an executive secretary.

Key Skills

Expert organizing and management skills are the basic requirements of the executive secretary. Along with these skills, he must also posses the following common skills of an executive secretary:

• Excellent verbal as well as written communication skills for efficient client interaction
• Knowledge about computers and skilled in using various applications like spreadsheets, word processing, etc.
• Expert time and stress management skills
• Good adaptability and flexibility in the working environment
• Expert knowledge about sound workplace ethics
• Trustworthy and honest
• Expert knowledge about office administration
• Knowledge about relevant legislation, policies, and procedures
• Good analytical and problem solving skills
• Ability of making decisions

Job Responsibilities of Executive Secretary

Looking after the effective functioning of the organization is the main job responsibility of an executive secretary. He or she, however, may also need to carry out the following job responsibilities:

• Scheduling and arranging important meetings and conferences whenever required
• Communicating with clients by attaining telephone calls and fax messages
• Planning and organizing meetings with the clients and attaining overseas conference calls
• Responding to the client and customer inquiries on a timely basis and providing word processing and secretarial support wherever necessary
• Undertaking research, gathering information, as well as sorting and categorizing it accordingly
• Delegating the information to the required department in the organization in a timely frame
• Giving presentations to the superiors about the working procedures, revenue generated, expenses, human resource management, etc.
• Making calender entries for the reporting managers and scheduling meetings and appointments
• Preparing and maintaining the data shared between the departments and recording the information accordingly
• Providing detailed information about the business and working nature of the organization to the clients
• Attending events and meeting on behalf of the managers and later briefing them about the same
• Provide training to the other clerical staff
• Plan and arrange travel schedules and reservation for the superiors and executive management as needed
• Ensuring that the organization policies, rules, and regulations are followed properly
• Ensuring that the organization follows all the legal rules and regulations

Salary

The executive secretary field is a highly responsible one and the executives are thus paid handsomely. According to various reviews, the average annual salary of an executive secretary ranges between $40,000 to $55,000. However, this salary may fluctuate according to the organization, educational qualification, and experience of the candidate. Many well educated and highly experienced executive secretaries are even paid around $62,000 annually for their job.

The executive secretary is one of the best career options for a better future. However, a candidate has to struggle a lot to achieve this position. The above described educational qualifications, key skills, and job responsibilities will definitely guide you while planning your career.

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Executive Secretary Resume

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