Executive Secretaries and Executive Administrative Assistants

• Summary

• Details

Work Activities

• Set up and oversee administrative policies and procedures for offices or organizations.
• Greet visitors and determine whether they should be given access to specific individuals.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Process payroll information.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Interpret administrative and operating policies and procedures for employees.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Compile, transcribe, and distribute minutes of meetings.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Make travel arrangements for executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Compile, transcribe, and distribute minutes of meetings.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Provide clerical support to other departments.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Set up and oversee administrative policies and procedures for offices or organizations.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• File and retrieve corporate documents, records, and reports.
• Manage and maintain executives' schedules.

Skills

• Operations Monitoring
  • Watching gauges, dials, or display screens to make sure a machine is working.
• Operation and Control
  • Using equipment or systems.
• Equipment Maintenance
  • Planning and doing the basic maintenance on equipment.
• Monitoring
  • Keeping track of how well people and/or groups are doing in order to make improvements.
• Critical Thinking
  • Thinking about the pros and cons of different ways to solve a problem.
• Learning Strategies
  • Using the best training or teaching strategies for learning new things.
• Speaking
  • Talking to others.
• Mathematics
  • Using math to solve problems.
• Coordination
  • Changing what is done based on other people's actions.
• Science
  • Using scientific rules and strategies to solve problems.
• Management of Financial Resources
  • Making spending decisions and keeping track of what is spent.
• Systems Analysis
  • Figuring out how a system should work and how changes in the future will affect it.
• Writing
  • Writing things for co-workers or customers.
• Complex Problem Solving
  • Noticing a problem and figuring out the best way to solve it.
• Reading Comprehension
  • Reading work-related information.
• Persuasion
  • Talking people into changing their minds or their behavior.
• Technology Design
  • Making equipment and technology useful for customers.
• Systems Evaluation
  • Measuring how well a system is working and how to improve it.
• Repairing
  • Repairing machines or systems using the right tools.
• Management of Personnel Resources
  • Selecting and managing the best workers for a job.
• Equipment Selection
  • Deciding what kind of tools and equipment are needed to do a job.
• Service Orientation
  • Looking for ways to help people.
• Social Perceptiveness
  • Understanding people's reactions.
• Programming
  • Writing computer programs.
• Active Listening
  • Listening to others, not interrupting, and asking good questions.
• Negotiation
  • Bringing people together to solve differences.
• Instructing
  • Teaching people how to do something.
• Quality Control Analysis
  • Testing how well a product or service works.
• Troubleshooting
  • Figuring out what is causing equipment, machines, wiring, or computer programs to not work.
• Management of Material Resources
  • Managing equipment and materials.
• Judgment and Decision Making
  • Thinking about the pros and cons of different options and picking the best one.
• Installation
  • Installing equipment, machines, wiring, or computer programs.
• Operations Analysis
  • Figuring out what a product or service needs to be able to do.
• Active Learning
  • Figuring out how to use new ideas or things.
• Time Management
  • Managing your time and the time of other people.

Abilities

• Glare Sensitivity
  • Seeing something even if there is a glare or very bright light.
• Dynamic Strength
  • Exercising for a long time without your muscles getting tired.
• Information Ordering
  • Ordering or arranging things.
• Speed of Closure
  • Quickly knowing what you are looking at.
• Flexibility of Closure
  • Seeing hidden patterns.
• Perceptual Speed
  • Quickly comparing groups of letters, numbers, pictures, or other things.
• Manual Dexterity
  • Holding or moving items with your hands.
• Oral Expression
  • Communicating by speaking.
• Oral Comprehension
  • Listening and understanding what people say.
• Rate Control
  • Changing when and how fast you move based on how something else is moving.
• Speech Clarity
  • Speaking clearly.
• Dynamic Flexibility
  • Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.
• Reaction Time
  • Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.
• Peripheral Vision
  • Seeing something to your side when your are looking ahead.
• Response Orientation
  • Quickly deciding if you should move your hand, foot, or other body part.
• Problem Sensitivity
  • Noticing when problems happen.
• Written Comprehension
  • Reading and understanding what is written.
• Near Vision
  • Seeing details up close.
• Auditory Attention
  • Paying attention to one sound while there are other distracting sounds.
• Gross Body Equilibrium
  • Keeping your balance or staying upright.
• Visual Color Discrimination
  • Noticing the difference between colors, including shades and brightness.
• Wrist-Finger Speed
  • Making fast, simple, repeated movements of your fingers, hands, and wrists.
• Extent Flexibility
  • Bending, stretching, twisting, or reaching with your body, arms, and/or legs.
• Mathematical Reasoning
  • Choosing the right type of math to solve a problem.
• Time Sharing
  • Doing two or more things at the same time.
• Spatial Orientation
  • Knowing where things are around you.
• Stamina
  • Exercising for a long time without getting out of breath.
• Far Vision
  • Seeing details that are far away.
• Sound Localization
  • Noticing the direction that a sound came from.
• Number Facility
  • Adding, subtracting, multiplying, or dividing.
• Visualization
  • Imagining how something will look after it is moved around or changed.
• Selective Attention
  • Paying attention to something without being distracted.
• Multilimb Coordination
  • Using your arms and/or legs together while sitting, standing, or lying down.
• Memorization
  • Remembering words, numbers, pictures, or steps.
• Finger Dexterity
  • Putting together small parts with your fingers.
• Written Expression
  • Communicating by writing.
• Control Precision
  • Quickly changing the controls of a machine, car, truck or boat.
• Fluency of Ideas
  • Coming up with lots of ideas.
• Deductive Reasoning
  • Using rules to solve problems.
• Originality
  • Creating new and original ideas.
• Night Vision
  • Seeing at night or under low light.
• Static Strength
  • Lifting, pushing, pulling, or carrying.
• Depth Perception
  • Deciding which thing is closer or farther away from you, or deciding how far away it is from you.
• Category Flexibility
  • Grouping things in different ways.
• Arm-Hand Steadiness
  • Keeping your arm or hand steady.
• Inductive Reasoning
  • Making general rules or coming up with answers from lots of detailed information.
• Gross Body Coordination
  • Moving your arms, legs, and mid-section together while your whole body is moving.
• Explosive Strength
  • Jumping, sprinting, or throwing something.
• Hearing Sensitivity
  • Telling the difference between sounds.
• Speed of Limb Movement
  • Quickly moving your arms and legs.
• Trunk Strength
  • Using your lower back and stomach.
• Speech Recognition
  • Recognizing spoken words.

Knowledge

• Foreign Language
  • Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.
• Philosophy and Theology
  • Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.
• English Language
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, and rules of composition and grammar.
• Personnel and Human Resources
  • Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• 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.
• Engineering and Technology
  • Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.
• Design
  • Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.
• Building and Construction
  • Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.
• Production and Processing
  • Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.
• Physics
  • Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.
• History and Archeology
  • Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.
• Communications and Media
  • Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
• Sales and Marketing
  • Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• 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.
• Mechanical
  • Knowledge of machines and tools, including their designs, uses, repair, and maintenance.
• Mathematics
  • Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
• Biology
  • Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.
• Geography
  • Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.
• Education and Training
  • Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
• Transportation
  • Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
• Public Safety and Security
  • Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
• Law and Government
  • Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
• Medicine and Dentistry
  • Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.
• Chemistry
  • Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.
• Telecommunications
  • Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.
• Sociology and Anthropology
  • Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.
• Administrative
  • Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
• Economics and Accounting
  • Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Psychology
  • Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
• Therapy and Counseling
  • Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.
• Fine Arts
  • Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.
• Food Production
  • Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

Education

Education

High school diploma or equivalent

Work Experience

Less than 5 years work experience

Training

No on-the-job training

Education and Training Opportunities

×

Education and Training Opportunities

• Bates Technical College
  1101 S Yakima Ave, Tacoma WA 98405
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 253-680-7000
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://www.batestech.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  At least one but less than two years
  Award Level
  Award of at least 1 but less than 2 academic years, Associate's degree, Certificates of at least 12 weeks but less than 1 year
  Save

  ---

• Bellingham Technical College
  3028 Lindbergh Ave, Bellingham WA 98225-1599
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 360-752-7000
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://www.btc.edu/
  Program Name
  Executive Assistant/Executive Secretary
  Length
  2 years
  Award Level
  Associate's degree
  Save

  ---

• Centralia College
  600 Centralia College Blvd., Centralia WA 98531-4099
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 360-736-9391
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.centralia.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  At least one but less than two years
  Award Level
  Award of at least 1 but less than 2 academic years, Associate's degree
  Save

  ---

• Clark College
  1933 Fort Vancouver Way, Vancouver WA 98663-3598
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 360-992-2000
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://www.clark.edu/
  Program Name
  Executive Assistant/Executive Secretary
  Length
  2 years
  Award Level
  Associate's degree
  Save
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree
  Save

  ---

• Columbia Basin College
  2600 N 20th Ave, Pasco WA 99301
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 509-547-0511
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.columbiabasin.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree
  Save

  ---

• Edmonds College
  20000 68th Ave W, Lynnwood WA 98036
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 425-640-1459
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.edmonds.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  Certificates of at least 12 weeks but less than 1 year
  Award Level
  Certificates of at least 12 weeks but less than 1 year
  Save

  ---

• Everett Community College
  2000 Tower Street, Everett WA 98201
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 425-388-9100
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.everettcc.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree, Award of at least 1 but less than 2 academic years
  Save

  ---

• Highline College
  2400 S 240th St, Des Moines WA 98198-9800
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 206-878-3710
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.highline.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree, Award of at least 1 but less than 2 academic years
  Save

  ---

• Lake Washington Institute of Technology
  11605 132nd Ave NE, Kirkland WA 98034-8506
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 425-739-8100
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://www.lwtech.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  Certificates of at least 12 weeks but less than 1 year
  Award Level
  Certificates of at least 12 weeks but less than 1 year, Award of at least 1 but less than 2 academic years
  Save

  ---

• Lower Columbia College
  1600 Maple Street, Longview WA 98632
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 360-442-2311
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://lowercolumbia.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree, Award of at least 1 but less than 2 academic years
  Save

  ---

• Olympic College
  1600 Chester Ave, Bremerton WA 98337-1699
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 360-792-6050
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.olympic.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  At least one but less than two years
  Award Level
  Award of at least 1 but less than 2 academic years, Certificates of at least 12 weeks but less than 1 year, Associate's degree
  Save

  ---

• Peninsula College
  1502 E Lauridsen Blvd, Port Angeles WA 98362
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 360-452-9277
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.pencol.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  Certificates of at least 12 weeks but less than 1 year
  Award Level
  Certificates of at least 12 weeks but less than 1 year
  Save

  ---

• Pierce College District
  9401 Farwest Dr SW, Lakewood WA 98498-1999
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 253-964-6500
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.pierce.ctc.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  2 years
  Award Level
  Associate's degree
  Save

  ---

• Renton Technical College
  3000 NE Fourth St, Renton WA 98056-4123
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 425-235-2352
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.rtc.edu/
  Program Name
  Executive Assistant/Executive Secretary
  Length
  2 years
  Award Level
  Associate's degree
  Save

  ---

• Spokane Community College
  1810 North Greene Street, Spokane WA 99217-5399
  School Type

  Public, 4-year or above

  Admissions
  School Size

  5,000 - 9,999

  Financial Aid 509-533-8400
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://scc.spokane.edu/
  Program Name
  Executive Assistant/Executive Secretary
  Length
  Certificates of at least 12 weeks but less than 1 year
  Award Level
  Certificates of at least 12 weeks but less than 1 year, Associate's degree, Certificates of less than 12 weeks
  Save

  ---

• Wenatchee Valley College
  1300 Fifth St, Wenatchee WA 98801-1799
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 509-682-6800
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  http://www.wvc.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  At least one but less than two years
  Award Level
  Award of at least 1 but less than 2 academic years
  Save

  ---

• Yakima Valley College
  South 16th Ave. & Nob Hill Blvd., Yakima WA 98907-2520
  School Type

  Public, 4-year or above

  Admissions
  School Size

  1,000 - 4,999

  Financial Aid 509-574-4600
  Other Degrees Offered

  Undergraduate degree or certificate offering,No graduate offering
  Website

  https://www.yvcc.edu/
  Program Name
  Administrative Assistant and Secretarial Science, General
  Length
  At least one but less than two years
  Award Level
  Award of at least 1 but less than 2 academic years
  Save

  ---

Close

Pay

Washington Annual Salary

78140/yr

Washington Hourly Wage

37.57/hr

Washington Employment Trends

Currently Employed

10,110

Yearly Projected Openings

1030

Personality

Conventional: People interested in this work like activities that include data, detail, and regular routines. They do well at jobs that need:

• Attention to Detail
• Integrity
• Dependability
• Cooperation
• Adaptability/Flexibility
• Concern for Others

Tools

• Desktop calculator
• Desktop computers
• Dictation machines
• Digital cameras
• Laser fax machine
• Liquid crystal display projector
• Notebook computers
• Pagers
• Personal computers
• Personal digital assistant PDAs or organizers
• Photocopiers
• Pocket calculator
• Portable data input terminals
• Scanners
• Special purpose telephones
• Typewriters

Technology

• Accounting software
• Analytical or scientific software
• Calendar and scheduling software
• Cloud-based data access and sharing software
• Customer relationship management CRM software
• Data base reporting software
• Data base user interface and query software
• Desktop communications software
• Desktop publishing software
• Document management software
• Electronic mail software
• Enterprise resource planning ERP software
• Financial analysis software
• Graphics or photo imaging software
• Human resources software
• Information retrieval or search software
• Internet browser software
• Inventory management software
• Medical software
• Mobile messaging service software
• Network conferencing software
• Office suite software
• Operating system software
• Presentation software
• Process mapping and design software
• Procurement software
• Project management software
• Spreadsheet software
• Time accounting software
• Video conferencing software
• Web page creation and editing software
• Word processing software