CAREER GUIDE FOR EXECUTIVE ASSISTANT
SOC Code: 13-1199
Pay Band(s): 4 and 5 (Salary Structure)
Standard Occupational Description: There is no standard occupational description for the occupation of Executive Assistant as used by the Commonwealth. This occupation would be included in the Business Operations Specialist, All Others. This group is comprised of many different types of business occupations with a wide range of characteristics.
Commonwealth of Virginia Description: Provides administrative and program support for agency head and executives. Functions in a staff capacity with substantial independence to perform multiple duties related to diverse agency-wide programs, projects and issues which cross agency operational and administrative lines.
Executive Assistant positions in the Commonwealth are assigned to the following Roles in the General Administration Career Group:
While Executive Assistants within the Commonwealth are all located within the General Administration Career Group, individuals may want to pursue other opportunities within the Commonwealth depending upon individual training, education, knowledge, skills, abilities, and interests.
Other Career Group(s) that may be of interest are:
SKILLS, KNOWLEDGE, ABILITIES AND TASKS
(Technical and Functional Expertise)
The Knowledge of:
Note: The technical and functional abilities listed below are based on general occupational qualifications for Executive Assistants commonly recognized by most employers. Typically, you will not be required to have all of the abilities listed to be a successful performer. Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.
The Ability to:
Like people, occupations have traits or characteristics. These characteristics give important clues about the nature of the work and work environment, and give you an opportunity to match your own personal interests to a specific occupation. When you choose a job in an occupation that matches your own interests you have taken an important step in planning a successful and rewarding career.
The occupation of Executive Assistant has Enterprising, Artistic and Social characteristics as described below:
Enterprising Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Artistic Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
Social Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
LICENSURE, REGISTRATION, OR CERTIFICATION REQUIREMENTS
Generally this is not required for Executive Assistant positions in state government.
EDUCATIONAL, TRAINING, AND LEARNING OPPORTUNITIES
The Executive Assistant provides administrative support for program areas or an administrator. Responsibilities include applying knowledge of federal and state laws, policies, rules, regulations for administrative areas and program services. The Executive Assistant plans, implements, and coordinates special projects, staff, and resources and prepares or supervises the preparation of management reports. Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently are especially important for the administrative specialist positions.
Specialized course work in business administration or public administration or related field, usually acquired through business school provides entry into this field. However, a college degree in business administration, public administration or related field combined with administrative support and project or program management experience is considered excellent preparation for Executive Assistant work.
The State Council of Higher Education lists many Virginia educational institutions offering programs in business administration on their web site: http://research.schev.edu/degreeinventory/inventory_
Competencies are a set of identified behaviors, knowledge, skills, and abilities that directly and positively impact the success of employees and the organization. Competencies can be observed and measured. When consistently demonstrated, competencies make employees particularly effective in their work. Competencies help lay out a road map to career success. You can use the Commonwealth Competencies to help improve your individual performance by adopting behaviors that make high performing employees successful in their jobs. In this way, you can use the Commonwealth Competencies for your further professional development.
The Commonwealth Competencies are:
The above competencies may be applied to employees throughout the Commonwealth of Virginia. They can be rank-ordered by agencies and hiring managers to represent the needs of a specific job. The rank ordering will change depending upon the occupation, an organization's priorities, the actual job requirements, and the supervisor's preferences.
Career success is both about what you do (applying your technical knowledge, skills, and ability) and how you do it (the consistent behaviors you demonstrate and choose to use) while interacting and communicating with others. Hopefully, by studying the Commonwealth competencies, identifying your developmental opportunities, and working to refine your own competence, you can take charge of your career!
For additional information about the Commonwealth Competencies go to: http://jobs.state.va.us/cc_planningctr.htm. For the competencies, we first list the competencies and then define each. Finally, we list competency indicators; to describe what successful performance looks like.
COMMONWEALTH CAREER PATH
Career opportunities in the Commonwealth are not limited to moving up to the next highest role and pay band, changing positions, or to becoming a supervisor. That's because most roles describe a broad group of occupationally related positions that perform a range of work that requires increased knowledge and skills. For that reason, Commonwealth roles describe the career paths within the same or higher-level role for the same or different Career Group. The broad salary range and the Commonwealth's pay practices provide flexibility in recognizing career development and advancement. (Salary Structure)
For example: Executive Assistant
Sample Career Path
General Administration Supervisor I/Coordinator I
The General Administration Supervisor I/Coordinator I role provides a career track for Executive Assistants who perform a variety of administrative and business functions in a unit, non-retail business, facility, or field office. This career track is for administrative specialists who provide administrative support for program areas or an administrator. Specialist is responsible for gathering facts, analyzing findings, reaching logical conclusions, recommending solutions and coordinating confidential or highly sensitive projects.
General Administration Supervisor II/Coordinator II
The General Administration Supervisor II/Coordinator II role provides a career track for Executive Assistants. This career track is for senior-level professionals who plan, coordinate, and perform administrative activities for executives. Decisions impact the efficiency of administrative and business processes, programs, and agency. Coordinates administrative activities among parties and ensures that management has the information and resources needed to make management decisions.
ADDITIONAL OCCUPATIONAL INFORMATION CAN BE FOUND AT:
O*NET (Occupational Information Network)
Virginia Employment Commission
Career One Stop
Virginia Career Resource Network