What types of duties are commonly listed in relevant job postings? What are the requirements for an executive secretary position?
Job postings for executive secretary positions outline the requirements that companies have for employees who provide administrative and organizational support to executive boards, management teams, or executives. Job seekers can find important information in these postings about the job duties, the professional and personal requirements, and the company itself.
Specific duties vary depending on the company and position. Executive secretaries are often responsible for scheduling appointments and meetings, handling correspondence, preparing documents, and coordinating information and tasks. Depending on the position, this may also include demanding administrative duties, project support, travel arrangements, or managing internal and external contacts.
We have analyzed and compiled information from relevant job postings on various job platforms*. This information highlights the tasks that are most commonly associated with executive secretary positions and the skills employers expect.
In addition to the traditional job titles, job postings also include various related job titles:
- Executive Secretary
- Executive Assistant
- Executive Assistant
- Management Assistant
- Executive Office Assistant
- Assistant to the management
- Executive Assistant
- Management Assistant
- Executive Assistant (Male) / Executive Assistant (Female)
- Team Assistant (Male or Female)
- Executive Secretary
- Office Manager (Male or Female)
- Personal Assistant
- Administrative Assistant
- Administrative Assistant (Male/Female)
- CEO Assistant (Male/Female)
Depending on the company, the responsibilities of an executive secretary may overlap with those of an executive assistant or a management assistant.
The emphasis placed on different tasks varies depending on the company and position. Relevant job postings generally show the following distribution:
| Task | Percentage |
| Scheduling, meeting organization, calendar and to-do list management | 25 % |
| Correspondence, documentation, minute-taking, and preparation of documents | 20 % |
| Supporting the executive team or management in day-to-day operations | 20 % |
| Organizing meetings, business trips, events, and other occasions | 15% |
| Communication and coordination with internal and external contacts | 10% |
| Project support, presentations, analyses, and other administrative tasks | 10% |
This means the role goes well beyond traditional secretarial duties. Particularly in more demanding positions, the ability to work independently and to set the right priorities within the immediate circle of senior management is expected.
Requirements listed in job postings for an executive secretary position
The requirements for an executive secretary vary depending on the company, industry, and area of responsibility. In addition to business training, employers often expect professional experience in administration, organizational skills, and excellent communication skills. The ability to handle confidential information, use digital office tools, and manage complex scheduling and meeting planning also plays an important role. Below is an overview of the requirements most frequently mentioned in job postings.
| Professional requirements |
For more demanding executive or management assistant positions, prior experience in a similar role is often required. |
| Expertise for the Executive Secretary Position / Executive Secretary Job |
In addition, the ability to use digital assistance and organizational tools safely is becoming increasingly important. These may include, for example, automated calendar functions, digital meeting platforms, and AI-powered applications for research, text editing, or documentation. |
| Personal characteristics |
It is particularly important to be able to maintain a clear overview even when juggling multiple tasks at once and to handle confidential information with discretion. |
| Other Executive Secretary Jobs / Executive Secretary Job |
Executive secretaries often work directly with members of the executive board, directors, or other senior executives. This gives them access to confidential information and allows them to serve as key liaisons within the company. In addition to organizational skills and communication skills, discretion, loyalty, and a strong sense of responsibility are therefore particularly important for the role of executive secretary. Many job postings also require the ability to interact professionally with internal and external contacts. Depending on the role, the ability to prioritize tasks independently, process information, and proactively assist senior management may also be required. |
Executive secretaries find employment in a wide variety of industries, particularly in:
- Industry and Manufacturing
- Trade
- Banks and insurance companies
- Real estate
- Trust and Business Consulting
- Healthcare
- Pharmaceuticals and Medical Technology
- IT and Technology
- Construction Industry
- Logistics and Transportation
- Public administration
- Educational institutions
- Tourism and the Hospitality Industry
- Associations and Organizations
- Service Company
The wide range of possible applications shows that the skills required of an executive assistant are not limited to a specific industry.
Career Development Opportunities in the Executive Secretary Role / Executive Secretary Job
Career development can take various paths. Depending on your professional experience and personal interests, you can specialize in executive assistance, office management, project management, human resources, or administration.
Additional continuing education, further training in business administration, management, human resources, marketing, or project management can also open up new career opportunities.
After several years of professional experience, executive secretaries often go on to become, for example:
- Executive Assistant
- Management Assistant
- Assistant to the management
- Personal Assistant
- Office Manager (Male or Female)
- Head of the Secretariat / Head of the Secretariat (female)
- Head of Administration / Head of Administration (female)
- Project manager
- Project Assistant
- HR Administrator (Male or Female)
- Personnel Assistant
- Business economist CHE
- Business Administrator (postgraduate studies CHE) / Business Administrator (CHE)
It is precisely the combination of professional experience, organizational skills, and targeted continuing education, further training, that can pave the way to more challenging assistant, specialist, or coordination roles.
Current Trends in the Job Profile "Executive Secretary"
The demands placed on executive secretaries have changed significantly as a result of digitalization. While traditional secretarial tasks remain important, executive assistants are increasingly taking on coordinating, communication, and organizational responsibilities.
Digital calendars, cloud solutions, video conferencing, electronic document management, and collaboration tools have become part of everyday work life in many companies. At the same time, AI-powered applications can assist with preparing for meetings, drafting documents, conducting research, or organizing information.
Increasing collaboration across departments and locations is also changing the job profile. Executive secretaries must coordinate information efficiently, use digital communication channels securely, and maintain a clear overview even when facing a heavy workload.
As a result, there is particularly high demand for employees who combine organizational skills, digital proficiency, strong communication skills, and discretion, and who can proactively and independently support a manager.
By the way:Here you'll find informative links related to job postings and searching for job openings:
- Job Search—Reaching Your Goal Step by Step
- Overview of job platforms
- Support through coaching and advice
*The information provided here is based on an analysis of relevant job postings for “Executive Secretary” positions on various Swiss job platforms and offers insight into the requirements employers currently have for executive secretaries.
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