Current job title: Executive Secretary
Industry: Healthcare
Department: Administration Department
Years worked in this industry: 8
Years worked in this department: 2
Special training or attributes needed or helpful to
get job in this industry (or specific department): High
organization and flexibility is a top requirement. It is a very busy
office and the ability to multitask is critical. Ability to prioritize and
confidentiality is key.
Number of
managers and/or staff supported: Two hospital executives.
Typical work hours: 7:30am to 4:00pm
Weekends or overtime hours: Overtime
and weekends are not required. I only work overtime when the workload is
significant. And the overtime is my choice. It is my responsibility to get
the job done under the deadlines required.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.):
Benefits (direct or indirect): My
company has initiated “consumer based healthcare”. I do not subscribe to
the benefits since I am covered under my husband’s program. Therefore, I
am not qualified to answer.
Lingo you might hear in this industry:
A typical day on the job: I am the
first to arrive in the office. I unlock all files, offices and conference
room in my area, get the coffee brewing and generally prepare to begin the
day. I usually review email for myself and the administrator first thing
to troubleshoot any items for the day. Since I have total control of the
administrator’s calendar, I prepare a daily packet of information which
includes the schedule for the day and any agenda, meeting materials,
background information or reference items needed for that day. I am
constantly at the executives’ disposal to reach people on the phone,
retrieve necessary documents, schedule appointments, make travel
arrangements and any other assistance as requested. I am also available to
visitors to the department, which could include directors, physicians or
visitors and employees looking for assistance.
Positive things about being an administrative
professional in this industry: Critical to the flow of work
and communication in the office.
Involved in the decisions that are made each day.
Negative things about being an administrative
professional in this industry:
We are sometimes
underappreciated.
Sometimes taken for granted.
Sometimes given the menial tasks.
Type of workspace/office:
cubicle (shared with one other admin)
Primary responsibilities as an administrative
professional in this position:
Calendar coordination
Travel arrangements
Meeting coordination and minutes
Scheduling meetings
Filing
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
Project Coordination
Calendar Coordination
Meeting Coordination
Office machines or equipment operated regularly:
Computer
Printer/Fax
Multi-line Phones
Technology (hard) skills used regularly:
Microsoft Office and email.
Critical soft skills: Good
communication – because I am in constant touch with other departments,
both within my building and the company executive office.
Pace of this position: Very fast paced.
Geographical region: Midwest U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach™