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Executive Secretaries and Executive Administrative Assistants

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.   (O'Net 43-6011.00)

 
Reported job titles:   Administrative Aide, Administrative and Technical Specialist, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Liaison   (view all job titles)
 
  • Career Video
  • Wages
  • Employment Trends
  • Industries of Employment
  • Tasks
  • Knowledge
  • Skills
  • Abilities
  • Work Activities
  • Interests
  • Work Styles
  • License Information
  • Education & Training Requirements
  • Schools
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    Wages
    for Executive Secretaries and Executive Administrative Assistants
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     Location Pay
    Period
    2015
    Percentile Wages Average
    Wage
    10% 25% 50%
    Median
    75% 90%
     Vermont Hourly $ 16.71   $ 19.38   $ 22.75   $ 27.30   $ 32.30   $ 23.88  
    Yearly $34,770   $40,320   $47,330   $56,780   $67,180   $49,670  
     
     Burlington-South Burlington, VT Metropolitan NECTA Hourly $ 17.17   $ 19.78   $ 23.17   $ 28.45   $ 35.28   $ 24.97  
    Yearly $35,710   $41,140   $48,190   $59,180   $73,380   $51,930  
     
     Southern Vermont Balance of State Hourly $ 16.64   $ 19.42   $ 22.55   $ 26.83   $ 30.20   $ 23.34  
    Yearly $34,600   $40,380   $46,900   $55,810   $62,810   $48,550  
     
     Northern Vermont Balance of State Hourly $ 16.19   $ 18.47   $ 22.31   $ 26.45   $ 30.27   $ 22.91  
    Yearly $33,680   $38,410   $46,410   $55,010   $62,960   $47,650  
     
    What are Percentile Wages?
    source: Occupational Employment Statistics, Vermont Labor Market Information, U.S. Bureau of Labor Statistics, released April 2016.
    Note: 2015 release includes new geographic definitions based on 2010 Census.
     


    Employment Trends
    for Executive Secretaries and Executive Administrative Assistants
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    Location Employment Annual % change
    (compounded)
    Annual job openings
    (due to growth and
    net replacements)
    2014 2024
    Vermont 2,345 2,152 -0.9% 25
    source: Employment Projections, Vermont Economic & Labor Market Information, in cooperation with U.S. Bureau of Labor Statistics, statewide estimates released July 2016.
     


    Industries of Employment
    for Executive Secretaries and Executive Administrative Assistants
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    Industry Percent of Total
    2014
    Educational services; state, local, and private 15.0%
    Local government, excluding education and hospitals 6.9%
    State government, excluding education and hospitals 6.2%
    Religious, grantmaking, civic, professional, and similar organizations 6.0%
    Management of companies and enterprises 5.5%
    source: Employment Projections, U.S. Bureau of Labor Statistics, National Employment Matrix, released July 2016.
     


    Tasks
    for Executive Secretaries and Executive Administrative Assistants
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  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
     
  • Answer phone calls and direct calls to appropriate parties or take messages.
     
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
     
  • Attend meetings to record minutes.
     
  • Greet visitors and determine whether they should be given access to specific individuals.
     
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
     
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
     
  • File and retrieve corporate documents, records, and reports.
     
  • Open, sort, and distribute incoming correspondence, including faxes and email.
     
  • Make travel arrangements for executives.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    Knowledge
    for Executive Secretaries and Executive Administrative Assistants
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  • 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.
     
  • 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.
     
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
     
  • 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.
     
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
     
  • Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
     
  • Personnel and Human Resources - Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    Skills
    for Executive Secretaries and Executive Administrative Assistants
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  • 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.
     
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
     
  • Speaking - Talking to others to convey information effectively.
     
  • Service Orientation - Actively looking for ways to help people.
     
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
     
  • Coordination - Adjusting actions in relation to others' actions.
     
  • Time Management - Managing one's own time and the time of others.
     
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
     
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
     
  • Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2010
     


    Abilities
    for Executive Secretaries and Executive Administrative Assistants
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  • Written Comprehension - The ability to read and understand information and ideas presented in writing.
     
  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
     
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
     
  • Speech Recognition - The ability to identify and understand the speech of another person.
     
  • Written Expression - The ability to communicate information and ideas in writing so others will understand.
     
  • Near Vision - The ability to see details at close range (within a few feet of the observer).
     
  • Speech Clarity - The ability to speak clearly so others can understand you.
     
  • 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).
     
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
     
  • 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.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    Work Activities
    for Executive Secretaries and Executive Administrative Assistants
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  • Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
     
  • Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
     
  • Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
     
  • Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
     
  • Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
     
  • 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.
     
  • Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
     
  • Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
     
  • Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
     
  • 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.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    Interests
    for Executive Secretaries and Executive Administrative Assistants
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  • 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.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2008
     


    Work Styles
    for Executive Secretaries and Executive Administrative Assistants
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  • 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.
     
  • Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
     
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    State of Vermont License Information
    that may be required for Executive Secretaries and Executive Administrative Assistants
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    No state licenses listed for this occupation.
     


    Education and Training Requirements
    for Executive Secretaries and Executive Administrative Assistants
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  • Job Zone Three: Medium Preparation Needed
  •  
  • Education: Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  •  
  • 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.
  •  
  • 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.
  •  
    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants  updated June 2009
     


    Schools
    offering instructional programs related to Executive Secretaries and Executive Administrative Assistants
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      Related Instructional Programs
     
    • Administrative Assistant and Secretarial Science, General.
     
    • Executive Assistant/Executive Secretary.
     
     Search for schools offering these programs at
     
     
     
    source: National Center for Education Statistics 2000 Classification of Instructional Programs .
     


    Other Resources
    for Executive Secretaries and Executive Administrative Assistants
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  • Labor Exchange Information
  • A source for occupational characteristics, such as age, gender, race, and years of education and an alternative source for occupational wage rates. Limited to people looking for jobs and the jobs advertised through VDOL Vermont Job Link.
  • Look for statewide information over the latest 12 months for Executive Secretaries and Executive Administrative Assistants.
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  • Occupational Outlook Handbook
  • The Occupational Outlook Handbook is a nationally recognized source of career information, designed to provide valuable assistance to individuals making decisions about their future work lives. Revised every two years, the Handbook describes what workers do on the job, working conditions, the training and education needed, earnings, and expected job prospects in a wide range of occupations.
    Go to Occupational Outlook Handbook
    Handbook occupations related to Executive Secretaries and Executive Administrative Assistants :
  • Secretaries and Administrative Assistants
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    Related Occupations
    Occupations with skill requirements similar to Executive Secretaries and Executive Administrative Assistants
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  • Billing, Cost, and Rate Clerks
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  • Bookkeeping, Accounting, and Auditing Clerks
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  • Brokerage Clerks
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  • Human Resources Assistants, Except Payroll and Timekeeping
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  • Insurance Claims Clerks
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  • Legal Secretaries
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  • Medical Secretaries
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  • New Accounts Clerks
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  • Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
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    source: Occupational Information Network: Executive Secretaries and Executive Administrative Assistants 
     

     
     
     
    Vermont.gov State of Vermont Department of Labor