Executive secretaries are responsible for managing all the administrative formalities of management. They can be associated with one person, usually a director or executive, or, in small companies, serve all the executives. Executive secretaries need to be able to carry out all their managers’ requests. Often considered the last barrier before the director’s office, executive secretaries must act in accordance with the trust placed in them by the former. They are privy to confidential matters, but must be discreet at all times.
- Organize and coordinate the writing and sending of information
- Write and present notes (often confidential)
- Filter information and documents
- Prepare the agenda for various committee meetings
- Organize upper management meetings
- Perform searches
- Prepare the results of these searches for their presentation by executives
- Meet with various groups or people to identify their requests
- Recommend solutions to management
- Follow up the budget for the department
- Act as a liaison between executives, management and the outside
A high school diploma is a minimum requirement. An increasing number of companies want to have executive secretaries able to actively lend a hand. They are looking for qualified and competent staff, because executive secretaries are now required to be very versatile. Graduates in political science, public administration and related fields are sought after. However, most executive secretary jobs are still held by people with college diplomas in administration or office systems technology.
- Advanced knowledge of office systems software
- Excellent typing skills
- Basic accounting and management knowledge
- Good writing skills
- Excellent oral expression
- Analytical skills
- Bilingualism is an asset
- Knowledge of the issues in your sector
With experience and training such as a certificate in office management, an executive secretary can become director of administrative services.