Executive Secretaries and Executive Administrative Assistants

SOC 43-6011.00Job Zone 3 · Medium Preparationv.26.05

Context coveredThis framework covers administrative support competencies for executive secretaries and executive administrative assistants working in corporate, government, and institutional office environments, from entry-level task execution through strategic leadership of enterprise administrative functions.

Sources:O*NET v30.2 SkillsCrosswalk

Emerging

Entry / Apprentice

Executive schedules — maintain and update using calendar and scheduling software under direct supervisor guidance in a corporate office setting.
Incoming phone calls — answer, screen, and route to appropriate parties or record messages following established office protocols.
Correspondence and email — open, sort, and distribute to designated recipients according to departmental filing procedures.
Business documents — draft basic memos, letters, and routine reports using word processing software with close review by a supervisor.
Visitor access — greet office guests, verify appointment details, and direct them to appropriate personnel following reception protocols.
Travel itineraries — compile basic travel arrangements for executives by following pre-approved vendor lists and booking procedures.
Office supplies and records — organize and maintain physical and digital filing systems under guidance in a standard administrative environment.
Routine inquiries — prepare templated responses to common correspondence using approved language and format guidelines.
Presentation software — create simple slide decks from provided content under supervision to support executive meetings.
Data entry — input financial and departmental data accurately into database and spreadsheet applications following structured templates.

Developing

Mid-level / Established

Executive calendars — coordinate and balance competing schedule demands across multiple executives with minimal supervisory oversight in a mid-sized corporate office.
Travel logistics — arrange complex domestic and international travel including itineraries, accommodations, and expense documentation for executive staff.
Business reports and financial statements — prepare polished documents using spreadsheet and word processing software, applying standard formatting and data accuracy checks.
Departmental correspondence — draft and finalize responses to routine and semi-routine inquiries independently, applying appropriate tone and organizational voice.
Incoming communications — triage and prioritize email, faxes, and mail for senior executives, escalating urgent items in a timely manner.
Office service coordination — assist in managing records, budget tracking, and departmental finance tasks using accounting and procurement software.
Visitor and stakeholder interactions — assess visitor purpose, apply access protocols, and exercise social perceptiveness to manage sensitive situations diplomatically.
Document management systems — organize, version-control, and retrieve corporate documents and records using enterprise document management software.
Meeting support — prepare agendas, collate briefing materials, and distribute minutes following executive team meetings in a professional office environment.
Database queries — run standard queries and generate summary reports from administrative databases to support departmental decision-making.

Proficient

Senior / Expert IC

Multi-executive scheduling — autonomously manage and resolve complex calendar conflicts across senior leadership teams, anticipating priorities in a fast-paced corporate environment.
Executive travel programs — independently design comprehensive travel arrangements including contingency planning, visa coordination, and cost optimization for executive-level staff.
Financial and operational documents — produce high-quality invoices, budget summaries, and executive presentations using integrated software suites with no supervisory review required.
Non-routine correspondence — compose nuanced responses to sensitive or ambiguous correspondence on behalf of executives, exercising sound judgment and organizational discretion.
Office services management — independently oversee records management, personnel issue tracking, departmental finances, and facility coordination across an executive support function.
Stakeholder communication — facilitate clear and professional communication between executives, internal teams, and external parties, adapting messaging for diverse audiences.
Critical information filtering — analyze incoming communications, apply critical thinking to identify priority items, and brief executives on actionable matters efficiently.
Process improvement — identify inefficiencies in administrative workflows and implement revised procedures using appropriate technology tools in an office environment.
Procurement and vendor coordination — manage vendor relationships, process procurement requests, and track departmental purchasing within approved budget parameters.
Training and onboarding — guide newly hired administrative staff through office systems, software tools, and departmental protocols to accelerate their competency development.

Advanced

Lead / Principal / Executive

Administrative strategy — design and implement enterprise-wide administrative support frameworks that align executive operations with organizational goals and efficiency standards.
Executive office leadership — direct the full scope of executive administrative support functions, setting standards, allocating resources, and ensuring consistent service quality across a large organization.
Policy and procedure development — author and institutionalize administrative policies governing correspondence, records, scheduling, and office services for an entire executive division.
Staff development — mentor, evaluate, and develop a team of administrative professionals, building organizational capability through structured coaching and performance feedback.
Cross-functional coordination — lead coordination across departments, executive teams, and external stakeholders on high-priority organizational initiatives requiring integrated administrative oversight.
Budget stewardship — oversee departmental administrative budgets, analyze variances, and present financial recommendations to senior leadership in a corporate governance context.
Technology governance — evaluate, select, and champion adoption of enterprise administrative technology platforms to modernize office operations and improve executive productivity.
Organizational communication — serve as a trusted communication conduit for C-suite executives, managing sensitive information and representing executive interests with the highest level of discretion.
Crisis and continuity planning — develop contingency protocols for administrative operations to maintain executive support continuity during organizational disruptions or emergencies.
Executive relationship management — cultivate and manage high-value relationships with external partners, board members, and key stakeholders on behalf of senior executives at an organizational scale.

AI-at-Work Competency Framework

Sources:Anthropic Economic Index Jadhav & Danve, 2026 WEF Skills Taxonomy

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Developing
Proficient
Advanced

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Sources:Pathsmith™ Durable Skills O*NET v30.2

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Source anchors that ground each statement

Related titles

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 Support Specialist

RAPIDS apprenticeships

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O*NET skills

Reading ComprehensionActive ListeningSpeakingService OrientationWritingCoordinationSocial PerceptivenessCritical ThinkingTime ManagementActive LearningMonitoringJudgment and Decision MakingNegotiation

Knowledge domains

AdministrativeEnglish LanguageCustomer and Personal ServiceComputers and ElectronicsAdministration and Management

Abilities

Oral ComprehensionWritten ExpressionOral ExpressionWritten ComprehensionSpeech RecognitionNear VisionSpeech ClarityInformation OrderingProblem SensitivityDeductive Reasoning

Work styles

DependabilityAttention to DetailCooperationSocial OrientationIntegritySelf-Control

Technology

Accounting softwareDocument management softwareWeb page creation and editing softwareGraphics or photo imaging softwareDesktop publishing softwareProcurement softwareData base user interface and query softwarePresentation softwareOperating system softwareCalendar and scheduling software

Tasks · seed anchors for statements

Manage and maintain executives' schedules.
Make travel arrangements for executives.
Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Answer phone calls and direct calls to appropriate parties or take messages.
Prepare responses to correspondence containing routine inquiries.
Open, sort, and distribute incoming correspondence, including faxes and email.
Greet visitors and determine whether they should be given access to specific individuals.

CIP education codes

52.040152.0402