CareerGPS

Executive Secretaries and Administrative Assistants
Summary Occupational Forecast Data for Executive Secretaries and Executive Administrative Assistants
Employment Employment Change Average Annual Job Openings Wage & Training Levels
2018 2023 Numerical Percent New Jobs Replacement Jobs Total Median Hourly Median Annual Training Levels
2,089 2,080 -9 -0.43% -2 222 220 $27.75 $57,728 High school diploma or equivalent
Description: Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Staffing Pattern Data Forecast Data Source: EMSI (2nd Quarter 2018)

Occupation Details

The information in this section represents occupational characteristics included in O*NET which defines key features of an occupation as a standardized, measurable set of variables called "descriptors". These distinguishing characteristics of an occupation are described in greater detail in the O*NET Content Model. All items are listed in descending order of importance.

  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • File and retrieve corporate documents, records, and reports.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Prepare responses to correspondence containing routine inquiries.
  • Make travel arrangements for executives.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
  • Attend meetings to record minutes.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Provide clerical support to other departments.

Knowledge

90%
Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
69%
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
64%
Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
56%
Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
55%
Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Skills

75%
Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
75%
Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
72%
Speaking - Talking to others to convey information effectively.
69%
Service Orientation - Actively looking for ways to help people.
65%
Writing - Communicating effectively in writing as appropriate for the needs of the audience.
62%
Coordination - Adjusting actions in relation to others' actions.
62%
Time Management - Managing one's own time and the time of others.
56%
Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
53%
Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
50%
Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
50%
Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
50%
Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Abilities

78%
Written Comprehension - The ability to read and understand information and ideas presented in writing.
75%
Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
72%
Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
69%
Written Expression - The ability to communicate information and ideas in writing so others will understand.
69%
Speech Recognition - The ability to identify and understand the speech of another person.
65%
Near Vision - The ability to see details at close range (within a few feet of the observer).
65%
Speech Clarity - The ability to speak clearly so others can understand you.
62%
Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
60%
Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
60%
Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
56%
Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
53%
Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
50%
Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.

Work Activities

90%
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
90%
Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
90%
Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
89%
Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
87%
Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
77%
Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
75%
Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
74%
Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
70%
Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
68%
Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
67%
Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
66%
Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
63%
Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
61%
Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.
60%
Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
57%
Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
55%
Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
53%
Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.
52%
Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.
51%
Monitor Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
51%
Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Title Job Zone Three: Medium Preparation Needed
Overall Experience Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job Training Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, interviewers, and insurance sales agents.
Education Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.

Interests

Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Social - Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Work Styles

Integrity - Job requires being honest and ethical.
Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Initiative - Job requires a willingness to take on responsibilities and challenges.
Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Self Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Work Values

Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support - Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.