Becoming an Administrative Executive — Everything you Need to know

The Administrative Executive is a critical role within any organisation. They are responsible for many tasks, from supervising employees and maintaining records to handling customer inquiries and conducting research. A successful Administrative Executive must be organised, detail-oriented, and possess excellent communication and interpersonal skills. 

They may be responsible for managing schedules, handling customer inquiries, overseeing office operations, and managing staff. Administrative Executives must be able to multitask and be organised to be successful in this role. If you are considering a career in this field, read on to learn more about what it takes to be an Administrative Executive.

Who is an Administrative Executive

Administrative executives serve as the executive offices’ primary gatekeepers. They are in charge of the executive offices’ everyday administrative operations. Among these responsibilities are managing phone calls, handling mail, and providing administrative assistance as needed. 

Administrative executives are also referred to as executive assistants and executive-level staff members. The administrative executive, who is paid more than a receptionist or secretary, is in charge of many responsibilities, including ensuring secrecy within the executive-level team and representing the organisation to other firms at the executive level. Administrative executives operate in various industries in modest to large enterprises.

Administrative obligations can occasionally extend beyond business and into personal aid. Administrative executives handle highly valued executive team members and can be relied on for everyday personal needs such as organising holiday flights or private transportation.

Job Description of an Administrative Executive

The administrative executive is responsible for providing the executive with personalized secretarial and administrative support in a professional and timely manner. The administrative executive consults with the executive on a wide range of issues. They are expected to have a positive attitude and excellent organizational skills. However, some of their job descriptions and tasks are listed below. 

  • Assume the function as the executive’s primary point of contact with internal/external clients. 
  • Keep a daily electronic notebook, schedule meetings and appointments, and send out reminders as needed. keep a comprehensive company calendar that includes all conferences, all-hands meetings, holidays, and vacations
  • Handle requests, feedback, and inquiries in a timely and professional manner. 
  • Make executive travel, lodging, and food reservations as needed. 
  • Take dictation and meeting minutes, type notes accurately, and distribute 
  • Monitor office supplies levels and replenish as needed. 
  • Maintain good vendor relationships and price data in order to obtain the best prices on supply and services. 
  • Create high-quality reports, presentations, and briefings. 
  • Create and implement an effective documentation and filing system for paper and electronic records. 
  • Delegate duties to other team members as needed.

Job Outlook of an Administrative Executive

Administrative executives typically work in the same spacious offices as their top-level executives. As of 2020, the Bureau of Labor Statistics estimates their mean hourly wage to be $31.36 or $65,230 per year. Wages start at $18.92 per hour, or $39,350 per year, and can reach $45.59 per hour, or $94,830 per year. The average salary is higher than that of all other office and administrative support professions, which average around $38,720 per year. Administrative executive wages are also greater than the national average, which is around $41,950 per year as of 2020.

However, according to the BLS, job opportunities for administrative executives are expected to fall at a rate of 7 percent between 2020 and 2030. In contrast, job growth in all occupations in the United States will be 8% over the same time period. As people retire or change occupations, around 324,300 vacancies will remain vacant each year. Though office technology has simplified or replaced many hands-on business duties, administrative executives’ interpersonal skills are still required for meeting preparation and engaging with clients and lower-level clerical personnel. Administrative executives who are well-versed in computer software would have more opportunities.

Key qualifications and requirement for an Administrative Executive

Candidates for administrative executive positions must have the following skills and qualifications: 

  • Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another secretarial job, as well as a thorough understanding of office management systems and procedures 
  • Fundamental bookkeeping and math abilities 
  • Depending on the area, proficiency in English/office language 
  • Excellent time management and planning abilities 
  • The ability to remain cool and focused under high-stress situations. 
  • Ability to multitask and prioritize daily workload using today’s office technologies and computer software, like MS Office 
  • Excellent oral and written communication abilities 
  • Personal and confidential information should be handled with discretion. 
  • A high school diploma is required; extra training as a personal assistant would be advantageous.

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How to Become an Administrative Executive

A typical executive assistant’s duties and responsibilities include a wide range of domains, necessitating a diverse set of abilities and expertise. Becoming a superb executive assistant is a continuous process that needs developing the necessary abilities, as well as getting the necessary qualifications and on-the-job experience. 

The following are the typical steps that the top executive assistants take on their path to success:

1. Education

An administrative assistant starting out in their career often needs a high school diploma. You should at least take one more step and earn a bachelor’s degree in a subject like business administration. It’s not unheard of to land a job based on prior employment, but a lot depends on your prospective employer.

2. Obtain relevant certification 

  • There are a variety of courses available to help anyone interested in becoming an executive assistant get a leg up on the competition. These are typically targeted towards certain parts of the profession, such as: 
  • The International Association of Administrative Professionals offers a course called Certified Administrative Professional. 
  • Computer skills classes – designed to improve your knowledge of important IT platforms such as Microsoft Office, G Suite, and others. These will demonstrate to prospective employers that you have the computer skills required to accomplish your job effectively and efficiently. 
  • Project management courses – knowing the foundations of project management is an important component of becoming an executive assistant.

3. Get the right training and work experience

The correct training and credentials will provide you a solid foundation for your profession, but nothing compares to the invaluable experience you’ll get while working. Prioritize employment that will provide you with the training you’ll need in your initial few weeks or months while applying for entry-level jobs. It would be best if you could observe other helpers in action. 

The executive assistant position is regarded as being fairly senior due to the rigorous and delicate nature of the job. A future administrative executive would need to start out in entry-level jobs as an administrative assistant, a receptionist, or an office assistant before working their way up from there.

4. Hone the right skills

The most effective executive assistants are extremely skilled in a wide range of job-related tasks. They must be experts at managing their time, have excellent communication skills, be able to handle knowing sensitive information, be cool-headed problem solvers, and much more. 

These abilities, which first may appear intimidating, will emerge with dedication and years of practice. In order to be the finest executive assistant you can be, you need to possess the abilities listed in the post we provided.

5. Network and learn

Even if you have that administrative executive job, the journey is not ended. You must always be willing to learn more about the field and keep up with the most recent events and fashions. A key component of this is networking. Engage in LinkedIn activity, go to pertinent events and conferences, and identify the people and resources that will enable you to succeed in your profession.

Related professions of an administrative executive 

Future opportunities to apply your transferrable talents are many when working as an administrative assistant. You’re guaranteed to find a job path that suits you, from accounting to human resources. Following the acquisition of administrative assistant abilities, consider the following 10 careers:

1. Assistant manager

2. Office administrator

3. Human resources coordinator

4. Executive secretary

5. Accounting clerk

6. Marketing coordinator

7. Sales associate

8. Operations coordinator

9. Customer service representative

10. Paralegal


Becoming a superb executive assistant is a continuous process that needs developing the necessary abilities, as well as getting the necessary qualifications and on-the-job experience. A typical executive assistant’s duties and responsibilities include a wide range of domains, necessitating a diverse set of abilities and expertise. 

Frequently asked questions about administrative executive

What is the function of an executive administrative assistant?

The Executive Administrative Assistant’s day-to-day tasks include greeting all visitors to the office, taking messages, scheduling time for appearances outside the corporate walls, and attending to other pressing matters. They properly manage mail and fax communications as well as document organization to ensure that items can be found quickly when needed. They do fundamental bookkeeping and clerical tasks, such as ensuring that financial records are current. 

What tasks and obligations fall under the purview of an executive administrative assistant?

The executive’s schedule, calendars, and paperwork must be kept up with by the executive administrative assistant. They work with the corporate executives they support to help generate expense reports and draft memos or invoices that can be distributed as needed.

What qualities are important in an Executive Administrative Assistant? 

An effective executive administrative assistant can think on their feet, make choices fast and effectively, and work with little direction. They are resourceful individuals that enjoy taking the lead. 

Who does an Executive Administrative Assistant work with? 

The support system for executives at work is an executive administrative assistant. They communicate with the staff and frequently collaborate with the executive secretary to keep the executive’s Plan on track.

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