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Most executive secretaries assist CEOs, vice presidents or other executive-level positions. Executive secretaries complete administrative tasks on a daily basis and are expected to be professional and competent in their lines of work.
Using computers is a vital part of the job of executive secretaries. They are expected to produce documents and spreadsheets, use industry-specific software and correspond electronically.
Although an executive may answer his own phone at times, he may still prefer for his secretary to answer it when he is not available. Secretaries may also have to answer departmental phone lines.
Executive secretaries are responsible for maintaining their managers’ schedules and organizing calendars. They schedule departmental meetings and arrange for conference rooms to be used. Depending on the executive, secretaries may also be tasked with setting some of their manager's personal appointments as well.
Greeing Guests and Customers
Since executive secretaries are many times in a public outer office, they must greet all guests and customers in a courteous, professional manner. They must be able to answer basic questions about the nature of the business and provide general company information.
Filing documents, maintaining employee records, placing orders and organizing office supplies may be other duties that executive secretaries are required to perform.