The administrative executive is also known as an executive assistant to a member of the executive-level team. Valued more than a receptionist or secretary, the administrative executive is responsible for a wide array of duties, including maintaining confidentiality among the executive-level team and representing the organization to other businesses at the executive level. Administrative executives work in medium to large organizations in most industries.
Administrative executives are the primary gatekeepers of the executive offices. They are responsible for the daily administrative activities of the executive offices. Such responsibilities include juggling phone calls, handling mail and offering administrative advice when needed. Administrative responsibilities can sometimes go beyond business and overlap into personal assistance, as well. As highly respected members of the executive team, administrative executives can be relied upon for daily personal needs, such as arranging vacation flights or personal transportation.
Administrative executives are privy to highly confidential information among the executive level offices and in other departments. Maintaining confidentiality of such information is a priority for administrative executives. Confidentiality must be maintained with telephone calls, emails, meetings and board meetings.
Administrative executives prepare material for organizational-level meetings, such as governance committees, board of trustees meetings or community-related meetings. They properly document and preserve what happens at those meetings by taking notes, or minutes. The administrative executive must be knowledgeable in shorthand or other note-taking techniques. The administrative executive then transcribes the information into a written format for distribution.
Depending on the size of the organization and industry, administrative executives are often responsible for the daily scheduling of members of the executive-level team. Administrative executives know electronic calendaring, scheduling and other follow-up tools necessary to keep their executive on track. While some administrative executives are only responsible for one schedule, others are responsible for multiple executive calendars. That increases the level of difficulty of the administrative executive's tasks.