Special offer 

Jumpstart your hiring with a $100 CAD credit to sponsor your first job.*

Sponsored jobs are 4.5X more likely to result in a hire.**
  • Invite matched candidates to apply
  • Increase your visibility in job search results
  • Appear to more candidates longer

Executive Secretary Job Description: Top Duties and Requirements

An Executive Secretary, or Executive Assistant, carries out clerical duties and organizes activities for business executives. Their duties include managing executives’ schedules, typing and proofreading correspondence, acting as a point of contact, taking meeting minutes, and taking phone calls.

Build a Job Description

Executive Secretary duties and responsibilities

An Executive Secretary performs a variety of administrative and clerical tasks to ensure the senior executives they assist can get their jobs done efficiently. Their duties and responsibilities include:

  • Planning executive appointments, meetings, and conferences
  • Answering the phone and putting callers through to senior executives when necessary
  • Making business travel arrangements for executives
  • Maintaining and organizing electronic and paper records, such as invoices and bills
  • Greeting guests who will meet with senior executives and showing them around the office
  • Creating memos, reports, and minutes from meetings as needed
Build a Job Description

Executive Secretary Job Description Examples:

What does an Executive Secretary do?

By taking responsibility for the administrative and clerical duties of executive professionals, an Executive Secretary frees up time for executives to focus on helping the organization grow. An Executive Secretary’s day consists mostly of tasks such as emailing, scheduling meetings, preparing reports and managing executive schedules. They also respond to executive and client requests, greet office visitors, and relay messages to executives. Executive Secretaries can work for either one senior executive or for several senior company executives at once.

Executive Secretary skills and qualifications

Successful Executive Secretaries need a variety of soft and hard skills to provide the best support for senior executives. Some key skills and qualifications job candidates should have include:

  • Proficiency in basic software such as Microsoft Office
  • Excellent verbal and written communication skills
  • Ability to meet tight deadlines
  • Strong organizational skills with good time management
  • Good customer service and interpersonal abilities
  • Exceptional attention to detail
  • Proactive and ability to anticipate executive needs

Executive Secretary experience requirements

Successful candidates for an Executive Secretary position generally have proven administrative experience. Look for candidates who have experience with the Microsoft Office suite, or other correspondence and scheduling tools used by your organization. General know-how in operating various office equipment from scanners to printers is beneficial. You may wish to hire candidates with industry-specific experience for niche or technical organizations.

Executive Secretary education and training requirements

Many Executive Secretaries have an associate or bachelor’s degree in an area such as business administration, communications, or a related field. However, candidates who meet the other job requirements or have transferrable skills from previous roles can also be successful in the position. Courses or certificates in data entry, bookkeeping, office software, business writing, and business communications are also desirable.

Executive Secretary salary expectations

According to Indeed Salaries, average pay for an Executive Secretary in Canada is $22.44 per hour. The rate depends on the specific location, level of experience, and the company hiring.

Job description samples for similar positions

If Executive Secretary is not quite what you’re looking for, some other job description samples for related roles include:

Ready to Hire?Build a Job Description

Executive Secretary job description FAQs

What is the difference between a Secretary and an Executive Secretary?

The difference between the roles of Secretary and Executive Secretary is that the former carries out general company-wide secretarial duties. The latter focuses on secretarial duties for one or more senior executives. Companies typically hire Executive Secretaries to help their Senior Executives be more productive. Secretaries take care of the administrative tasks that help an office operate smoothly.

What should you look for in an Executive Secretary resume?

A good Executive Secretary job description highlights the role’s specific duties and responsibilities. Provide an overview of the scheduling, communication, and reporting software the candidate needs to use. The job description should specify whether the position involves assisting one or multiple executives. Additionally, if the role requires travel, include an estimate of how frequently and for how long. Highlight a competitive salary and feature any company benefits like remote working opportunities or pension programs.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

No search results found