A secretary is generally considered to have the same functions as an executive secretary and this is not true. For this reason, we invite you to read this article with which you will learn what are the functions and differences between ‘secretary’ and ‘executive secretary’?
The profile of the profession ‘secretary’
In the administrative field, a secretary is a person who brings together a set of qualities such as the ability to solve problems, must have a high level of empathy, organize their superior’s agenda, self-management capacity, logistical organization, correct spelling and writing skills, as well as knowledge of office tools.
The profile of the ‘executive secretary’ profession
For their part, the ‘executive secretary’ or the ‘executive secretary’ have certain qualities in their profile regarding the reception, processing and dispatch of correspondence under the instructions issued by the management. Likewise, she must manage the agenda, attend to visitors and assign appointments.
What are the functions and differences between ‘secretary’ and ‘executive secretary’?
To know in detail the functions and the differences between ‘secretary’ and ‘executive secretary’ it is necessary to understand what each role consists of and how the work of each one is deployed in the labor field.
The word ‘secretary’ and its meaning
The term ‘secretary’ comes from the Latin ‘secretarĭus’ and has several meanings. In the field of administration, this term refers to the person who is responsible for writing and receiving correspondence from his superior, organizing office documents, attaching files to events and keeping his boss’s agenda.
What are the functions of a secretary?
Among the functions of a secretary is the handling of a company’s confidential information, the management of the agenda, customer service, telephone communication, the organization of video calls or meetings, documents and other tasks.
In this sense, the secretary or the secretary is in charge of handling all the administrative tasks of an office. In addition, they manipulate matters that only concern the highest ranking people in a company, whether they are presidents, managers, directors, among others.
What are the functions of an executive secretary?
For her part, the executive secretary is considered the right hand of any executive. An executive secretary provides direct support by managing agendas, sending personalized mail, managing activities, documents, and other administrative procedures.
These people have professional training, therefore, they can offer advice and guidance at a professional level. Often the executive secretary can represent the executive to other companies and coordinate public activities whenever this is necessary. Therefore, they are the first point of contact between an executive and clients.
Differences between secretary and executive secretary
Generally, the secretary’s job is to provide administrative support, while the executive secretary, in addition to fulfilling this same job, has other higher-level responsibilities. There are other divergent aspects that we mention below.
educational level
The education between a secretary and an executive secretary is diverse. Although some secretaries have university studies, this is not a mandatory requirement. However, companies require a bachelor’s degree to qualify for the position of executive secretary.
The salaries
The salary of a secretary is lower than that of an executive secretary and this aspect is a reflection of the differences between the responsibilities and the academic preparation for each profession.
The abilities
Although the basic skills of a secretary and an executive secretary are usually the same, the executive secretary must have other qualities such as diplomacy, the ability to solve any problem independently, and discretion.
The authority
An executive secretary, in addition to reporting to her superior, may have authority over other employees at the administrative level to receive reports, while a secretary lacks the responsibility of supervising other members.