Executive Secretary Onboarding Checklist

Executive Secretary Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Executive Secretary starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Executive Secretary, you’re in the right place. We’ve put together a sample Executive Secretary onboarding checklist below and have created onboarding templates & resources to help.

Executive Secretary Onboarding Checklist

1. Introduction to company policies and procedures: The executive secretary should be provided with a comprehensive overview of the company’s policies and procedures. This includes information on dress code, attendance, leave policies, and any other relevant guidelines. The HR department or a designated representative typically performs this task.

2. Familiarization with company structure and key personnel: It is crucial for the executive secretary to understand the company’s organizational structure and be familiar with key personnel. This task involves introducing the secretary to department heads, managers, and other important individuals within the company. The supervisor or a senior executive usually takes responsibility for this task.

3. Orientation to office equipment and technology: The executive secretary should receive training on the office equipment and technology used within the company. This includes familiarization with computer systems, software applications, printers, copiers, and any other relevant tools. The IT department or a designated IT specialist typically performs this task.

4. Introduction to communication channels: The executive secretary needs to be aware of the various communication channels used within the company. This includes email systems, internal messaging platforms, and any other tools used for effective communication. The IT department or a designated representative usually provides guidance on this task.

5. Training on company-specific software and databases: Many companies have their own proprietary software and databases that the executive secretary will need to use. This task involves providing training on how to navigate and utilize these systems effectively. The IT department or a designated representative typically performs this task.

6. Understanding company culture and values: It is important for the executive secretary to understand the company’s culture and values to align their work accordingly. This task involves providing information on the company’s mission, vision, and core values. The HR department or a designated representative usually takes responsibility for this task.

7. Introduction to company-specific processes and workflows: Each company has its own unique processes and workflows that the executive secretary needs to be familiar with. This task involves providing training on how to handle tasks such as scheduling meetings, managing calendars, and coordinating travel arrangements. The supervisor or a designated representative typically performs this task.

8. Review of job responsibilities and expectations: The executive secretary should have a clear understanding of their job responsibilities and the expectations set by the company. This task involves reviewing the job description, discussing performance expectations, and clarifying any questions or concerns. The supervisor or a designated representative usually takes responsibility for this task.

9. Introduction to company benefits and perks: The executive secretary should be informed about the various benefits and perks offered by the company. This includes information on health insurance, retirement plans, vacation policies, and any other employee benefits. The HR department or a designated representative typically performs this task.

10. Security and confidentiality training: As an executive secretary, maintaining confidentiality and ensuring data security is crucial. This task involves providing training on data protection, confidentiality agreements, and any other security protocols in place. The HR department or a designated representative usually takes responsibility for this task.

11. Introduction to company-specific jargon and terminology: Each company may have its own jargon and terminology that the executive secretary needs to understand. This task involves providing a glossary or reference guide to help the secretary navigate and communicate effectively within the organization. The supervisor or a designated representative typically performs this task.

12. Review of emergency procedures and safety protocols: The executive secretary should be familiar with the company’s emergency procedures and safety protocols. This task involves providing information on evacuation plans, emergency contacts, and any other relevant safety measures. The HR department or a designated representative usually takes responsibility for this task.

13. Introduction to company culture and social activities: To help the executive secretary integrate into the company, it is beneficial to introduce them to the company’s culture and social activities. This task involves providing information on team-building events, company outings, and any other social initiatives. The HR department or a designated representative typically performs this task.

14. Performance evaluation and feedback process: The executive secretary should be informed about the company’s performance evaluation and feedback process. This task involves explaining how performance reviews are conducted, the frequency of feedback sessions, and any other relevant information. The HR department or the supervisor usually takes responsibility for this task.

15. Introduction to professional development opportunities: The executive secretary should be made aware of any professional development opportunities offered by the company. This task involves providing information on training programs, workshops, conferences, or any other resources available for career growth. The HR department or a designated representative typically performs this task

Setting Up Your Employee Onboarding Process

From reading through the items in the example Executive Secretary checklist above, you’ll now have an idea of how you can apply best practices to getting your new Executive Secretary up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.