executive-assistant/references/tasks.md

Tasks & work activities — executive assistant

Source: O*NET 30.3, occupation 43-6014.00 (Secretaries and Administrative Assistants, Except Legal, Medical, and Executive).

Task statements

• [Core] Use computers for various applications, such as database management or word processing.
• [Core] Create, maintain, and enter information into databases.
• [Core] Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• [Core] Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• [Core] Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• [Core] Train and assist staff with computer usage.
• [Core] Prepare conference or event materials, such as flyers or invitations.
• [Core] Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• [Core] Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• [Core] Locate and attach appropriate files to incoming correspondence requiring replies.
• [Core] Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• [Core] Complete forms in accordance with company procedures.
• [Core] Make copies of correspondence or other printed material.
• [Core] Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• [Core] Learn to operate new office technologies as they are developed and implemented.
• [Core] Maintain scheduling and event calendars.
• [Core] Schedule and confirm appointments for clients, customers, or supervisors.
• [Core] Order and dispense supplies.
• [Core] Conduct searches to find needed information, using such sources as the Internet.
• [Core] Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• [Supplemental] Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
• [Supplemental] Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
• [Supplemental] Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
• [Supplemental] Develop or maintain internal or external company Web sites.
• [Supplemental] Manage projects or contribute to committee or team work.
• [Supplemental] Mail newsletters, promotional material, or other information.
• [Supplemental] Provide services to customers, such as order placement or account information.
• [Supplemental] Prepare and mail checks.
• [Supplemental] Establish work procedures or schedules and keep track of the daily work of clerical staff.
• [Supplemental] Arrange conference, meeting, or travel reservations for office personnel.
• [Supplemental] Supervise other clerical staff and provide training and orientation to new staff.

Detailed work activities

• Answer telephones to direct calls or provide information.
• Collect deposits, payments or fees.
• Compile data or documentation.
• Coordinate operational activities.
• Develop computer or online applications.
• Develop organizational policies or programs.
• Discuss account status or activity with customers or patrons.
• Distribute incoming mail.
• Distribute materials to employees or customers.
• Enter information into databases or software programs.
• Execute sales or other financial transactions.
• Greet customers, patrons, or visitors.
• Issue documentation or identification to customers or employees.
• Maintain current knowledge related to work activities.
• Make travel, accommodations, or entertainment arrangements for others.
• Manage clerical or administrative activities.
• Operate communications equipment or systems.
• Operate computers or computerized equipment.
• Operate office equipment.
• Order materials, supplies, or equipment.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• Prepare employee work schedules.
• Prepare informational or reference materials.
• Proofread documents, records, or other files to ensure accuracy.
• Record information from meetings or other formal proceedings.
• Record personnel information.
• Refer customers to appropriate personnel.
• Report maintenance or equipment problems to appropriate personnel.
• Route mail to correct destinations.
• Schedule appointments.
• Schedule operational activities.
• Search files, databases or reference materials to obtain needed information.
• Select resources needed to accomplish tasks.
• Send information, materials or documentation.
• Supervise clerical or administrative personnel.
• Train personnel.