CompGeo Salary Survey Benchmark Job Summary and Competencies

Executive Secretaries and Administrative Assistants

The Benchmark Job Description below represents the specific Position Characteristics of the job used in the Salary Survey. Benchmark Job Descriptions should be inspected carefully to review the degree of matching between an organizations' Job and the Salary Survey Benchmark. Matching internal Jobs to Salary Survey Benchmark Jobs should not be done on Job Title alone. A thorough comparison of Salary Survey Benchmark to Internal Job Descriptions is recommended. A good overlap should exist on any comparisons used on critical Job Dimensions and Competencies.
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Summary Job Description Tasks
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. Manage and maintain executives' schedules.
 
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.
 
Compile, transcribe, and distribute minutes of meetings.
 
Attend meetings to record minutes.
 
Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors.
 
Set up and oversee administrative policies and procedures for offices or organizations.
 
Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
 
Interpret administrative and operating policies and procedures for employees.
 
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.
 
Process payroll information.
 
Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Important Knowledge Competencies Competency Description
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.
 
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
 
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.
 
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
 
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.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Important Skill Competencies Competency Description
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
 
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.
 
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.
 
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
 
Active Learning Understanding the implications of new information for both current and future problem-solving and decision-making.
 
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
 
Persuasion Persuading others to change their minds or behavior.
 
Negotiation Bringing others together and trying to reconcile differences.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Important Ability Competencies Competency Description
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.
 
Written Expression The ability to communicate information and ideas in writing so others will understand.
 
Speech Recognition The ability to identify and understand the speech of another person.
 
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).
 
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.
 
Deductive Reasoning The ability to apply general rules to specific problems to produce answers that make sense.
 
Inductive Reasoning The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
 
Selective Attention The ability to concentrate on a task over a period of time without being distracted.
 
Category Flexibility The ability to generate or use different sets of rules for combining or grouping things in different ways.
 
Fluency of Ideas The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
 
Flexibility of Closure The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
 
Perceptual Speed The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
 
Time Sharing The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
 
Far Vision The ability to see details at a distance.
 
Memorization The ability to remember information such as words, numbers, pictures, and procedures.
 
Finger Dexterity The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Tools/Technology Example Product Category
Accounting software Accounting software
 
Adobe Systems Adobe Contribute Web page creation and editing software
 
Aestiva Purchase Order Procurement software
 
Appointment scheduling software Calendar and scheduling software
 
Calendar and scheduling software Calendar and scheduling software
 
Corel WordPerfect software Word processing software
 
Data base user interface and query software Data base user interface and query software
 
Database software Data base user interface and query software
 
Desktop publishing software Desktop publishing software
 
Email software Electronic mail software
 
Epicor Vantage Enterprise resource planning ERP software
 
Exact Software Macola ES Enterprise resource planning ERP software
 
Fish Bowl Inventory software Inventory management software
 
Geac MPC Production Enterprise resource planning ERP software
 
Graphics software Graphics or photo imaging software
 
InetSoft software Data base reporting software
 
Internet browser software Internet browser software
 
Intuit QuickBooks software Accounting software
 
KAPES software Analytical or scientific software
 
MTI Systems Costimator JS Analytical or scientific software
 
Maynard PlanStaff Manager Enterprise resource planning ERP software
 
Micro Estimating FabPlan Analytical or scientific software
 
MicroStrategy Report Services Enterprise resource planning ERP software
 
Microsoft Access Data base user interface and query software
 
Microsoft Excel Spreadsheet software
 
Microsoft Office SharePoint Server MOSS Network conferencing software
 
Microsoft Office software Office suite software
 
Microsoft Outlook Electronic mail software
 
Microsoft PowerPoint Presentation software
 
Microsoft Project Project management software
 
Microsoft Publisher Desktop publishing software
 
Microsoft Team Foundation Server Project management software
 
Microsoft Word Word processing software
 
Office suite software Office suite software
 
PRONTO Xi Enterprise resource planning ERP software
 
Presentation software Presentation software
 
Questek Humanis Human resources software
 
Records management systems Document management software
 
RefWorks Data base user interface and query software
 
RefWorks RefShare Web page creation and editing software
 
SAP software Enterprise resource planning ERP software
 
SYSPRO software Enterprise resource planning ERP software
 
Sage Peachtree Premium Accounting for Manufacturing Accounting software
 
Sage Peachtree software Accounting software
 
Spreadsheet software Spreadsheet software
 
Transcription software Word processing software
 
Tuppas software Data base reporting software
 
Web browser software Internet browser software
 
Web conferencing software Video conferencing software
 
Word processing software Word processing software
 
Work Technology WorkTech Time Time accounting software
 
Workbrain Employee Scheduling Calendar and scheduling software
 
Workbrain Time and Attendance Time accounting software
 
Adding machines Adding machines
 
Calculators Calculators or accessories
 
Data input scanners Scanners
 
Desktop computers Desktop computers
 
Dictation equipment Dictation machines
 
Digital cameras Digital cameras
 
Electric typewriters Typewriters
 
Fax machines Facsimile machines
 
Handheld computers Personal digital assistant PDAs or organizers
 
Laptop computers Notebook computers
 
Liquid crystal display LCD video projectors Liquid crystal display projector
 
Multi-line telephone systems Special purpose telephones
 
Pagers Pagers
 
Personal computers Personal computers
 
Personal digital assistants PDA Personal digital assistant PDAs or organizers
 
Photocopying equipment Photocopiers
 
Scanners Scanners
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Prerequisite Qualification Category Education and Experience Level
On-the-Job Training Anything beyond short demonstration, up to and including 1 month
 
On-the-Job Training Over 1 month, up to and including 3 months
 
Required Level of Education Some College Courses
 
Related Work Experience Over 2 years, up to and including 4 years
 
Related Work Experience Over 1 year, up to and including 2 years
 
On-Site or In-Plant Training None
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
Alternate Job Title(s)
Administrative Aide
Administrative Assistant
Administrative Associate
Administrative Coordinator
Administrative Liaison
Administrative Office Assistant
Administrative Office Specialist
Administrative Officer
Administrative Secretary
Administrative Services Assistant
Administrative Specialist
Administrative Supervisor
Administrative Support Specialist
Administrative and Technical Specialist
Clerical Specialist
Community Youth Secretary
Confidential Secretary
Corporate Secretary
Court Analyst
Executive Administrative Assistant
Executive Administrator
Executive Assistant
Executive Associate
Executive Secretary
Executive Staff Assistant
Executive, Secretarial, Managerial, or Official Duties Assistant
Financial Secretary
Front Office Secretary
Human Resources Administrative Assistant
Management Assistant
Office Administrator
Office Assistant
Office Automation Secretary (OA Secretary)
Office Manager
Personal Assistant
Personal Secretary
Program Support Assistant
Program Support Specialist
Project Assistant
Protocol Officer
Secretarial or Administrative Duties Administrative Assistant
Secretarial or Administrative Duties Clerical Administrative Assistant
Secretary
Secretary to the Vice President
Staff Assistant
Trust Manager Assistant
Unit Secretary
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Executive Secretaries and Administrative Assistants
 
 
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