An executive secretary, also known as a management assistant, is a person who assists one or more senior executives. Within an organization, this person may provide support to the president, CEO, vice president, or department head. Duties may be related to administrative functions that are specific to the executive’s and organization’s needs. A person in this position’s responsibilities typically extend beyond basic clerical functions to include more complex tasks such as analytical research and report preparation. A management assistant may also be in charge of the organization’s clerical staff.
A person in this position is in charge of the administrative functions for one or more senior executives. This person is typically assigned the administrative responsibilities that the executive is responsible for within the organization. Preparing memos, emails, and other correspondence on behalf of the executive is a big part of this administrative support. This person is in charge of filing, answering phones, and routing messages. Sorting mail and faxes may be added to your responsibilities.
Having good organizational skills and the ability to multi-task may be required to effectively perform responsibilities. Meetings and conferences may fall under the purview of the executive secretary. It may also be necessary to coordinate multiple schedules and handle all of the meeting’s details. This person’s responsibilities usually include preparing the agenda and ordering meals or refreshments.
When an executive must travel for business, the management assistant is usually in charge of making all necessary airline, car rental, and hotel reservations. He will frequently keep the executive’s calendar up to date and inform him of daily and upcoming appointments, meetings, and business travel. Typically, he will prepare presentation materials for his boss in connection with meetings.
The administrative tasks delegated to the management assistant are largely determined the executive’s willingness to delegate. This could lead to more complex tasks beyond the typical clerical responsibilities of someone who assists another person. Preparing and distributing reports is an example of a complex task.
To perform tasks with minimal supervision, intermediate or advanced computer application knowledge is typically required. In addition to managing special projects for the entire organization, the management assistant may also maintain databases. HR generalist duties may be part of his daily responsibilities, depending on the size of the company.
Some management assistants may also be responsible for supervising lower-level clerical staff in the organization. This necessitates leadership and management abilities. It’s possible that the assistant will be responsible for planning, assigning, and monitoring the work flow of the department’s clerical staff. In addition to supervising, the assistant is often the point of contact for daily office operations, such as office equipment or building maintenance issues.