The role of the executive secretary is an important one in any business structure, and it is a role that should not be taken lightly. The executive secretary is responsible for providing administrative support and organizational assistance to executive leadership. They are often seen as the key contact between the executive leadership team and the rest of the organization, and they provide an essential bridge between the two. On the other hand, the role of a secretary is generally seen as more of a clerical support position. While they may still possess some organizational abilities, the primary focus of a secretary’s job is to provide administrative assistance to other departments in the organization. This article will explore the differences between an executive secretary and a secretary, as well as the similarities between the two roles, so that individuals can better understand which position may be the right fit for them.
What is an executive secretary?
As an administrative assistant for senior executives, an executive secretary assists in managing all daily operations for a company. They make sure executives show up to all required meetings, receive critical messages, and learn about crucial business developments in their sector. The majority of the daily schedule for the executives they support can be maintained by these professionals. Some executive secretaries also carry out responsibilities resembling those of personal assistants, such as keeping track of an executive’s schedule to ensure they attend any events or appointments outside of work.
Executive secretaries often are responsible for office management duties. They oversee the workspace to make sure other secretaries follow proper procedures for incoming calls, message taking, and visitation to promote efficient operations. They also implement basic office procedures related to filing and communications. They also produce statistics and expense reports for the workplace, which they deliver to executives.
What is a secretary?
A secretary is a member of the administrative staff who provides administrative and communications support to executives. Secretaries schedule meetings, take incoming calls and other types of communications, file and copy documents, and engage with the public. This typically entails serving as a company’s front desk representative and the customer’s initial point of contact. The typical function of a secretary is to assist higher-level employees who might not be able to maintain the level of communication that a secretary provides.
Similarities between executive secretary and secretary positions
Here are the major similarities between these jobs:
General duties
Administrative and clerical tasks are among the many responsibilities that executive secretaries and general secretaries share. These include activities like taking calls, writing reports, maintaining records, setting up appointments, and managing mail. Both positions also operate as outward-facing customer service representatives. These duties may vary in terms of their scope, but they all have the same fundamental duties.
Soft skills
The same set of soft skills are typically necessary for employment as an executive secretary or secretary. These abilities, which are essential for carrying out the tasks these positions share, include organization, communication, time management, and problem-solving. Attention to detail, customer service, and public speaking are other skills that can help professionals succeed in these positions.
Education
Although professionals in both positions frequently hold bachelor’s degrees, some employers also employ individuals with an associate’s or high school diploma. Despite the fact that executive secretaries have a wider range of duties, employers frequently favor experience over education when hiring. Acquiring advanced degrees or certifications can make job candidates more appealing or increase pay for both roles.
Differences between executive secretary and secretary positions
Here are the major differences between these jobs:
Range of duties
Meetings are scheduled, secretaries are the first point of contact for visitors, and they handle small financial records. Executive secretaries manage an executive’s entire schedule, serve as the primary contact prior to executive meetings, keep track of company budgets, and engage in high-level business diplomatic activities. While secretaries hardly ever perform managerial duties, they also assist in managing employees. Similar to how executive secretaries create reports on workplace statistics, secretaries typically do not write reports
Experience
In general, a general secretary needs less experience than an executive secretary to be qualified. Executive secretaries typically have more years of experience and have carried out a wider range of responsibilities in their prior positions. Their previous experience may include supervising employees, working with senior managers, and performing other related tasks in the field they work in. If they have some relevant experience, general secretaries can frequently find employment with little to no industry experience.
Hard skills
Executive secretaries must possess in-depth knowledge of their industry in order to carry out their duties, whereas general secretaries need fewer technical skills. The majority of general secretaries’ tasks can be completed using computers. These professionals possess advanced knowledge of accounting, research, and management to complete the required reports and bookkeeping tasks of an executive secretary position.
Salary and outlook
Tips for advancing from secretary to executive secretary
If you’re a secretary seeking to advance to an executive position, you should take into account the following advice:
Build secretarial skills
Developing these skills can help you obtain a higher position because executive secretaries frequently have more responsibilities due to their demonstrated excellence in these areas. Your skills can be enhanced by working on them indecently, at your job, while pursuing certifications, or in other ways. Having the following abilities will help you succeed as a secretary:
Earn advanced education
Although a degree is not necessary for entry-level jobs in the secretarial field, getting one can help you advance. You can become an executive secretary if you have a degree and several years of secretarial experience. Higher education can demonstrate to potential employers that you have the drive and abilities needed to succeed in an executive role.
You can further your education without receiving a degree by obtaining certifications. A certificate in executive assistantship or in a related field, such as human resource management, can help you advance your knowledge and abilities. Universities or private businesses may offer these courses in person or online.
Develop industry-specific knowledge
An in-depth understanding of the industry you work in can help you advance from being a secretary to an executive secretary. If you are not a secretary but want to work in management, you should look into local job openings and the sectors where there are openings. When working in a highly technical industry like healthcare, information technology, or manufacturing, this knowledge development can be crucial. Executive secretaries hired by professionals in these fields are frequently preferred by them because they have the technical expertise and skills needed to balance their professional and personal lives.
Executive Secretary – Career Conversation
FAQ
What is the difference between secretary and executive secretary?
A secretary does not have the authority to supervise staff, whereas an executive secretary can. An executive secretary frequently works directly for the CEO and may provide assistance to one or more senior executives.
Is an executive assistant the same as a secretary?
Executive assistants support someone else’s work—typically an executive—by managing or supervising office tasks, just like administrative assistants or secretaries do. An executive assistant, on the other hand, is a senior office employee assigned to a top executive.
Is executive secretary a high position?
Executive secretaries are highly trained professionals who provide administrative support to executives or management. They manage schedules, conduct research, and offer proficient and effective administrative support.
What does executive secretary mean?
Executive secretaries are described as those with administrative responsibilities, particularly those in charge of managing an organization’s operations and business affairs.
