Qualifications for an Executive Secretary

An executive secretary, also called an executive administrative assistant, performs clerical and organizational tasks but may also be responsible more complex tasks. In addition to routine secretarial functions such as filing, scheduling appointments, routing mail, taking minutes or typing documents, an executive secretary might conduct research, prepare reports for senior administration staff or supervise clerical staff. In some organizations, an executive secretary may negotiate with vendors, manage the corporate library or perform bookkeeping functions.

Education and Training

Although a high school graduate usually qualifies for an entry-level secretarial position, many organizations prefer or require that an executive secretary have a bachelor’s degree. College courses for this position include business English, mathematical literacy, computer graphics, business accounting, corporate communications, human resources management, presentation skills and extensive training in software applications, spreadsheets and word processing. An executive secretary may also receive training in video conferencing, phone systems and database management. Specialized training may be necessary for executive secretaries in some industries such as law or health care.

Interpersonal Skills

An executive secretary deals with many people from all levels of an organization as well as visitors, business associates and competitors. A pleasant and friendly personality is critical in this position. Other interpersonal skills such as patience, tact and the ability to maintain composure are also valuable. Good communication skills, both verbal and written, are a basic requirement for an executive secretary. In some organizations, especially those that do business internationally, a second language may also be a useful or even a required skill.

Organization and Coordination

Organizational abilities are vital for an executive secretary, who must often manage paper and electronic files, databases and a variety of other projects. In addition to personal projects, the executive secretary may also be responsible for managing the files, databases and projects of one or more executives. These activities need good coordination and the executive secretary must be able to be assertive but polite in the face of conflicting demands. If an executive secretary serves multiple people, she must be able to adapt to different work and communication styles.

Other Characteristics

The executive secretary should have a strong sense of responsibility and might need to put in extra hours, depending on job demands. Autonomy must be balanced with teamwork, particularly if the secretary supports more than one executive. An executive secretary should be able to work with minimal supervision and direction. Although it is not a requirement for most positions, some executive secretaries choose to become certified in their field to demonstrate commitment, education and skill levels to prospective employers.