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Career Story: Executive Secretary At A Software Firm

Executive Secretary At A Software Firm

Job Title: Executive Assistant

Type of Company: My company makes marketing software.

Education: some college

Previous Experience: I worked at Colgate as an office administrator, then at Motorola as an administrative assistant.

Job Tasks: My daily functions include the calendar maintenance for two executives in my company. I have to schedule their meetings and keep them on track at all times. When they are invited to meetings I have to be sure they are available and, sometimes, move other meetings to accommodate. I retrieve their voice mails for them so they don't have to spend the time doing it. I work in Visio, Word, Excel and create spreadsheets for different reasons: budget planning, employee databases, etc. I also support the other 150 engineers in the group. I make sure our department (Engineering) has everything it needs to function day-to-day, making sure, above all, that the equipment (copiers, printers, etc.) is up and running.

I also help in the recruitment process. I schedule interviews with candidates, etc. I fill out expense reports when my executives travel. I keep a map of our floor and control who sits in the cubes and offices. I order office supplies. Sometimes I fill in at the switchboard if the switchboard operator needs some time off. I set up conference calls and Webexes (meetings online) when needed. I do a lot of running around to make sure the operation runs smoothly!

Best and Worst Parts of the Job: The best part of the job is its variety. Each day is different. I enjoy doing the scheduling and the spreadsheets. The worst part of the job is keeping the executives on track. Sometimes when they are in meetings and lose track of time and I have to pull them out so they won't be late for the next one. Sometimes I find it hard to keep track of the time.

Job Tips: Microsoft Outlook is my most used tool. Get to know it well. Actually, get to know all of the Microsoft tools (Outlook, Word, Excel, Visio). The more you know, the easier the job is. Learn to type fast and accurately. You must have a "people" personality and you want to be flexible and approachable.

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