An executive secretary usually performs less clerical tasks in the job and more duties that involve the management of information. You will have to type documents but these will be of a confidential nature. Handling conference calls and arranging seminars and conferences as well as making travel arrangements will be normal tasks associated with this position. You will handle the mail of your supervisor and screen all calls, often taking messages and letting the administrator decide whether or not to return the calls. Your duties will also include the review of incoming documents and memos to determine their significance for the administrator.
In the position of executive secretary, you will have your own office separate from that of the clerical staff. The office will likely be adjacent to that of the administrator with whom you work. You will have all the necessary office equipment that you need for your job and you are expected to be able to perform routine simple repairs. In the event of larger problems, you will have the authority to call in the appropriate technicians to handle the job.
You will have to prepare agendas for meetings and often attend the meetings to take minutes or make observations. This will require working extra hours in the evenings and perhaps on weekends. Graduation from high schools as well as a secretarial or office administration course is the requirements for this position. Usually those who do have a position as an executive secretary have been with the company or organization for a long time and have demonstrated their ability to do this job. You can also obtain certification to qualify you for this position such as Certified Professional Secretary or Certified Administrative Professional.
The personal attributes you need to qualify for the position of Executive Secretary include being honest and trustworthy and demonstrating a good work ethic. You should also be sensitive to issues affecting the company or organization and the personnel that work there. A good working relationship with the administration and the rest of the staff in the office is essential for a peaceful and stress free workplace. The physical demands of this job require that you sit for long period of time and that you have good typing skills. You do need good eyesight because you will be using the computer and for the proofreading of documents you must be able to pay attention to details. Demonstration of good organization skills is also essential, as you will need to prioritize tasks.
