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Summary Job Description | Tasks | |||
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff. | Manage and maintain executives' schedules. | |||
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Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. | ||||
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Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. | ||||
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Open, sort, and distribute incoming correspondence, including faxes and email. | ||||
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File and retrieve corporate documents, records, and reports. | ||||
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Greet visitors and determine whether they should be given access to specific individuals. | ||||
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Prepare responses to correspondence containing routine inquiries. | ||||
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Make travel arrangements for executives. | ||||
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Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. | ||||
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Compile, transcribe, and distribute minutes of meetings. | ||||
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Attend meetings to record minutes. | ||||
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Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. | ||||
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Set up and oversee administrative policies and procedures for offices or organizations. | ||||
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Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. | ||||
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Interpret administrative and operating policies and procedures for employees. | ||||
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Answer phone calls and direct calls to appropriate parties or take messages. | ||||
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Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. | ||||
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Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. | ||||
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Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. | ||||
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Provide clerical support to other departments. | ||||
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Process payroll information. | ||||
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Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material. | ||||
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CompGeo Salary Survey Benchmark Job Summary and Competencies
Executive Secretaries and Administrative Assistants
The Benchmark Job Description below represents the specific Position Characteristics of the job used in the Salary Survey. Benchmark Job Descriptions should be inspected carefully to review the degree of matching between an organizations' Job and the Salary Survey Benchmark. Matching internal Jobs to Salary Survey Benchmark Jobs should not be done on Job Title alone. A thorough comparison of Salary Survey Benchmark to Internal Job Descriptions is recommended. A good overlap should exist on any comparisons used on critical Job Dimensions and Competencies.- Job Description
- Knowledges
- Skills
- Abilites
- Tools and Technology
- Education and Experience
- Alternate Job Titles
- Salaries
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Important Knowledge Competencies | Competency Description | |||
Clerical | Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. | |||
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English Language | Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. | |||
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Customer and Personal Service | Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. | |||
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Computers and Electronics | Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. | |||
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Administration and Management | Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. | |||
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Important Skill Competencies | Competency Description | |||
Reading Comprehension | Understanding written sentences and paragraphs in work related documents. | |||
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Active Listening | Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. | |||
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Speaking | Talking to others to convey information effectively. | |||
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Service Orientation | Actively looking for ways to help people. | |||
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Writing | Communicating effectively in writing as appropriate for the needs of the audience. | |||
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Coordination | Adjusting actions in relation to others' actions. | |||
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Time Management | Managing one's own time and the time of others. | |||
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Social Perceptiveness | Being aware of others' reactions and understanding why they react as they do. | |||
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Monitoring | Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. | |||
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Critical Thinking | Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. | |||
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Active Learning | Understanding the implications of new information for both current and future problem-solving and decision-making. | |||
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Judgment and Decision Making | Considering the relative costs and benefits of potential actions to choose the most appropriate one. | |||
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Persuasion | Persuading others to change their minds or behavior. | |||
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Negotiation | Bringing others together and trying to reconcile differences. | |||
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Important Ability Competencies | Competency Description | |||
Written Comprehension | The ability to read and understand information and ideas presented in writing. | |||
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Oral Comprehension | The ability to listen to and understand information and ideas presented through spoken words and sentences. | |||
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Oral Expression | The ability to communicate information and ideas in speaking so others will understand. | |||
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Written Expression | The ability to communicate information and ideas in writing so others will understand. | |||
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Speech Recognition | The ability to identify and understand the speech of another person. | |||
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Near Vision | The ability to see details at close range (within a few feet of the observer). | |||
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Speech Clarity | The ability to speak clearly so others can understand you. | |||
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Information Ordering | The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). | |||
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Problem Sensitivity | The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. | |||
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Deductive Reasoning | The ability to apply general rules to specific problems to produce answers that make sense. | |||
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Inductive Reasoning | The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). | |||
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Selective Attention | The ability to concentrate on a task over a period of time without being distracted. | |||
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Category Flexibility | The ability to generate or use different sets of rules for combining or grouping things in different ways. | |||
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Fluency of Ideas | The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity). | |||
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Flexibility of Closure | The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material. | |||
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Perceptual Speed | The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object. | |||
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Time Sharing | The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources). | |||
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Far Vision | The ability to see details at a distance. | |||
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Memorization | The ability to remember information such as words, numbers, pictures, and procedures. | |||
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Finger Dexterity | The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects. | |||
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Tools/Technology Example | Product Category | |||
Accounting software | Accounting software | |||
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Adobe Systems Adobe Contribute | Web page creation and editing software | |||
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Aestiva Purchase Order | Procurement software | |||
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Appointment scheduling software | Calendar and scheduling software | |||
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Calendar and scheduling software | Calendar and scheduling software | |||
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Corel WordPerfect software | Word processing software | |||
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Data base user interface and query software | Data base user interface and query software | |||
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Database software | Data base user interface and query software | |||
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Desktop publishing software | Desktop publishing software | |||
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Email software | Electronic mail software | |||
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Epicor Vantage | Enterprise resource planning ERP software | |||
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Exact Software Macola ES | Enterprise resource planning ERP software | |||
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Fish Bowl Inventory software | Inventory management software | |||
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Geac MPC Production | Enterprise resource planning ERP software | |||
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Graphics software | Graphics or photo imaging software | |||
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InetSoft software | Data base reporting software | |||
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Internet browser software | Internet browser software | |||
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Intuit QuickBooks software | Accounting software | |||
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KAPES software | Analytical or scientific software | |||
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MTI Systems Costimator JS | Analytical or scientific software | |||
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Maynard PlanStaff Manager | Enterprise resource planning ERP software | |||
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Micro Estimating FabPlan | Analytical or scientific software | |||
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MicroStrategy Report Services | Enterprise resource planning ERP software | |||
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Microsoft Access | Data base user interface and query software | |||
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Microsoft Excel | Spreadsheet software | |||
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Microsoft Office SharePoint Server MOSS | Network conferencing software | |||
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Microsoft Office software | Office suite software | |||
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Microsoft Outlook | Electronic mail software | |||
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Microsoft PowerPoint | Presentation software | |||
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Microsoft Project | Project management software | |||
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Microsoft Publisher | Desktop publishing software | |||
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Microsoft Team Foundation Server | Project management software | |||
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Microsoft Word | Word processing software | |||
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Office suite software | Office suite software | |||
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PRONTO Xi | Enterprise resource planning ERP software | |||
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Presentation software | Presentation software | |||
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Questek Humanis | Human resources software | |||
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Records management systems | Document management software | |||
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RefWorks | Data base user interface and query software | |||
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RefWorks RefShare | Web page creation and editing software | |||
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SAP software | Enterprise resource planning ERP software | |||
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SYSPRO software | Enterprise resource planning ERP software | |||
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Sage Peachtree Premium Accounting for Manufacturing | Accounting software | |||
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Sage Peachtree software | Accounting software | |||
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Spreadsheet software | Spreadsheet software | |||
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Transcription software | Word processing software | |||
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Tuppas software | Data base reporting software | |||
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Web browser software | Internet browser software | |||
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Web conferencing software | Video conferencing software | |||
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Word processing software | Word processing software | |||
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Work Technology WorkTech Time | Time accounting software | |||
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Workbrain Employee Scheduling | Calendar and scheduling software | |||
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Workbrain Time and Attendance | Time accounting software | |||
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Adding machines | Adding machines | |||
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Calculators | Calculators or accessories | |||
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Data input scanners | Scanners | |||
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Desktop computers | Desktop computers | |||
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Dictation equipment | Dictation machines | |||
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Digital cameras | Digital cameras | |||
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Electric typewriters | Typewriters | |||
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Fax machines | Facsimile machines | |||
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Handheld computers | Personal digital assistant PDAs or organizers | |||
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Laptop computers | Notebook computers | |||
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Liquid crystal display LCD video projectors | Liquid crystal display projector | |||
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Multi-line telephone systems | Special purpose telephones | |||
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Pagers | Pagers | |||
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Personal computers | Personal computers | |||
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Personal digital assistants PDA | Personal digital assistant PDAs or organizers | |||
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Photocopying equipment | Photocopiers | |||
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Scanners | Scanners | |||
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Prerequisite Qualification Category | Education and Experience Level | |||
On-the-Job Training | Anything beyond short demonstration, up to and including 1 month | |||
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On-the-Job Training | Over 1 month, up to and including 3 months | |||
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Required Level of Education | Some College Courses | |||
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Related Work Experience | Over 2 years, up to and including 4 years | |||
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Related Work Experience | Over 1 year, up to and including 2 years | |||
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On-Site or In-Plant Training | None | |||
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Alternate Job Title(s) | |||
Administrative Aide | |||
Administrative Assistant | |||
Administrative Associate | |||
Administrative Coordinator | |||
Administrative Liaison | |||
Administrative Office Assistant | |||
Administrative Office Specialist | |||
Administrative Officer | |||
Administrative Secretary | |||
Administrative Services Assistant | |||
Administrative Specialist | |||
Administrative Supervisor | |||
Administrative Support Specialist | |||
Administrative and Technical Specialist | |||
Clerical Specialist | |||
Community Youth Secretary | |||
Confidential Secretary | |||
Corporate Secretary | |||
Court Analyst | |||
Executive Administrative Assistant | |||
Executive Administrator | |||
Executive Assistant | |||
Executive Associate | |||
Executive Secretary | |||
Executive Staff Assistant | |||
Executive, Secretarial, Managerial, or Official Duties Assistant | |||
Financial Secretary | |||
Front Office Secretary | |||
Human Resources Administrative Assistant | |||
Management Assistant | |||
Office Administrator | |||
Office Assistant | |||
Office Automation Secretary (OA Secretary) | |||
Office Manager | |||
Personal Assistant | |||
Personal Secretary | |||
Program Support Assistant | |||
Program Support Specialist | |||
Project Assistant | |||
Protocol Officer | |||
Secretarial or Administrative Duties Administrative Assistant | |||
Secretarial or Administrative Duties Clerical Administrative Assistant | |||
Secretary | |||
Secretary to the Vice President | |||
Staff Assistant | |||
Trust Manager Assistant | |||
Unit Secretary | |||
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