Executive Secretary Job Description and Responsibilities

In the corporate world of the Middle East, Executive Secretaries play a vital role that cannot be overlooked. The individuals selected for this role are highly skilled professionals who support executives or management.

Here, we will illustrate exactly what an Executive Secretary does, so you can decide whether it is the perfect role for you or not. In this article, we will explain:

·         What Does an Executive Secretary Do?

·         What Are the Job Responsibilities of an Executive Secretary?

·         What Skills and Qualifications Are Required?

·         How Can You Improve Your Skills?

·         What Is the Work Environment and Physical Demands Like?

·         What Is the Salary Overview?

·         Some General FAQs Related to the Executive Secretary Role

Let’s begin!

What Does an Executive Secretary Do?

The daily duties of an executive secretary may vary depending on the seniority level of the administrators they cater. Their primary role is to be present at the first point of contact for individuals and organizations looking to contact the executive or top-level administrator. 

From managing calendars and scheduling appointments to drafting correspondence and coordinating meetings, their responsibilities are varied and essential. They are the backbone of administrative support for executives, handling tasks with precision and professionalism.

What Are the Job Responsibilities of an Executive Secretary?

In the following section, you will explore the prime role of an executive secretary.

Maintain Top-Level Confidentiality

Executive assistants play a vital role in keeping important information from top-level meetings or about business strategies private. They're trusted to keep this info safe and not share it with others. They also make sure meeting details and who's attending stay confidential.

Keep Executive Schedules in Order

Executive assistants help busy executives manage their schedules. They organize meetings, appointments, conferences and travel management, making sure everything runs smoothly.

Handle Communication Smoothly

They also handle emails and letters sent to their boss. They decide which messages need attention and reply to them. This helps executives stay on top of things. Also, coordinate communication between executives and internal/external stakeholders.

Create and Review Documents

Executive assistants often write reports or speeches for their bosses. They make sure these documents are clear and accurate. They also check them for mistakes.

Keep Records Well-Organized

They're responsible for keeping records organized, both on the computer and on paper. This makes it easy for everyone to find important documents when they need them.

Manage Calls and Messages

Executive assistants take phone calls and pass along important information to their bosses. They also make follow-up calls when needed.

Do Research for Important Decisions

They do research when their bosses need information. This helps executives make smart decisions.

Handle Office Spending

Executive assistants keep track of how much money the office spends. They make sure everything stays within budget. They also find the best deals when buying office supplies.

What Skills and Education Qualifications Are Required?

Executive assistants usually need a high school diploma, though some companies may prefer candidates with a bachelor's degree in business administration or a relevant field.

Key skills for an executive assistant include:

·         Excellent written and verbal communication skills.

·         Strong organizational and time-management skills.

·         Ability to pay attention to detail and multi-task.

·         Basic understanding of frequently used computer software and programs, such as Microsoft Office.

·         Interpersonal skills.

How Can You Improve Your Skills?

Enhance organizational skills by using task management tools and creating detailed schedules. Importantly, practice discipline.

Improve communication abilities through active listening and practice.

Stay updated with the use of the latest software like MS Office.

What Is the Work Environment and Physical Demands Like?

Executive Secretaries typically work in office settings.

Physical demands may include prolonged periods of sitting, extensive computer use, and occasional travel for meetings or events.

Salary of Executive Assistant in UAE

Well! The average salary of an Executive assistant is AED 13,500 per month in Dubai, UAE. Moreover, the salary range varies based on the experience. 

Frequently Asked Questions:

Q: What is required for an Executive Secretary?

A: To become an executive secretary requires a bachelor's degree in business administration (preferred) or relevant field.

Q: Why do you need an EA?

A: An executive secretary can help companies run smoothly by managing administrative tasks and keeping top-tier management free to do more important duties. 

Q: What are the strengths of an Executive Secretary?

A: High-performing assistants are strategic thinkers, brilliant communicators, confident, and smart.

Q: What is the difference between Secretary and Executive Secretary?

A: The difference lays in their job roles. A secretary handles general administrative tasks, while an Executive Secretary provides high-level support to top executives or senior management.

Q: Is being an Executive Secretary rewarding?

A: Absolutely. While the role may be demanding, the satisfaction of contributing to the organization's success makes it incredibly fulfilling.

Are You Ready to Apply for the Executive Assistant Job?

As we said above, the Executive Assistant job is vital in a company. With the right skills, qualifications, and dedication, anyone can excel in this role. So if you are eager to do this job, then Talent Point will help you. All you need to do is sign up, create your profile, and apply to the desired company in UAE.