14 julio, 2024

Executive secretary: what it is, profile, necessary skills, functions

What is the executive secretary?

The executive Secretary It is a job title or profession that serves to provide maximum support to high-ranking employees in a company or organization. You will be the one to organize and maintain the executives’ schedule and help them perform a wide variety of administrative tasks.

The objective is to contribute to the overall efficiency of the business, by ensuring that all administrative tasks assigned to you will be carried out in a timely and efficient manner.

A secretary is the person who provides administrative support, and can perform tasks such as writing and filing, answering the phone, and transmitting messages.

The executive secretary, or administrative assistant, does some of these activities as well, in addition to office coordination, product research, vendor interaction, product ordering, and database creation.

Executive secretaries typically receive higher salaries than secretaries because they perform high-level functions and speed up office productivity. Both men and women can occupy this position.

Profile of the executive secretary

– Bachelor’s degree in business administration or related fields.

– Proven experience as an executive secretary or similar administrative role.

– Be competent in managing Microsoft-Office in a comprehensive way, and in the «back-office» software, for example, ERP systems.

– In-depth knowledge of office administration and basic accounting procedures, as well as the relevant technical vocabulary used in the industry.

– Familiarity with basic research methods and reporting techniques.

– Excellent organization and time management skills.

– Outstanding communication and negotiation skills.

– Integrity and confidentiality.

– Show speed and ability both in time management and in multitask capabilities (multitask).

Skills needed

– Executive secretaries must be efficient in basic skills such as writing, grammar, spelling, and punctuation, and have experience using office equipment and common software applications, such as word processing, spreadsheets, and graphics.

– Must have excellent communication skills manage time and the ability to effectively attend to various responsibilities.

– You also need other qualities, such as good judgment, diplomacy, discretion and patience. problem solving ability autonomously.

– They need solid communication skills to interact with the public, write reports and review publications.

– Know pay full attention to what other people are saying, taking the time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Full comprehension of written sentences and paragraphs in work-related documents.

communicate clearly with other people in order to transmit the information effectively.

– Have a effective written communicationas is most appropriate for the needs of the audience.

– They must develop critical thinkingthe use of logic and reasoning to be able to identify the strengths and weaknesses of the solutions, conclusions or alternative approaches to the problems that arise.

– Being able to assume a proactive learningunderstand the implications of new information for current and future problem solving and decision making.

– Be able to review and evaluate their own performance and that of other people or organizations, in order to make improvements or take corrective action.

Functions of an executive secretary

– An executive secretary may be responsible for petty cash and bookkeeping, but could also manage a budget.

– You can publish articles on a website, although you could also design and manage the website.

– She can perform data entry in a spreadsheet that she has designed herself and uses for reporting functions.

– An executive secretary can supervise administrative staff. She often reports directly to the CEO, and may endorse one or more senior executives.

responsibilities

attention to executives

– Maintain the agenda of the executives and help in the planning of appointments, meetings of the board of directors, conferences, etc.

– Attend meetings to take minutes and meeting minutes, then compile, transcribe and distribute them.

– Make all travel arrangements for executives: ticket purchase, hotel reservation, per diem delivery, management and review of relevant documentation, etc.

– Conduct assigned investigations, collect data, and prepare documents or reports for consideration and presentation by executives, committees, and boards of directors, as assigned.

– Manage confidential documents, making sure they remain safe and secure.

Internal and external interaction

– Receive and filter phone calls, redirecting them to the appropriate person when convenient.

– Handle, prioritize and distribute all incoming or outgoing correspondence (email, letters, faxes, packages, etc.), reading and analyzing incoming memos, presentations and reports to determine their importance and plan their distribution.

– Prepare responses to correspondence containing routine inquiries.

– Monitor the use of office supplies and negotiate terms with vendors to ensure orders are most profitable.

– Meet with individuals, special interest groups and others, on behalf of executives, committees and boards of directors.

– Welcome visitors and determine if specific people should be given access.

Administrative support

– Maintain electronic and paper records on file, ensuring information is organized and easily accessible for quick retrieval.

– Prepare invoices, reports, letters, financial statements and other documents, using word processing software, spreadsheets, databases and/or presentations, also providing the corresponding accounting assistance.

– Perform general office tasks, such as maintaining administration systems and performing basic accounting work.

– Coordinate and direct office services, such as records and budget preparation, to assist executives.

– Establish and supervise administrative policies and procedures, both for office employees and for the organization.

– Review operating practices and procedures to determine if improvements can be made in areas such as workflow, reporting procedures, or expenses.

– Supervise and train other administrative staff.

References

Workable. Executive Secretary job description. Taken from resources.workable.com.
Hrvillage. Executive Secretary Job Description. Taken from hrvillage.com.
BSR. Executive Secretary Responsibilities. Taken from bestsampleresume.com

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