Secretarial Assistant Job Description

Secretaries in Management

A secretary can be a key person in an office. The secretary is the one who keeps the office organized, makes sure appointments are kept straight, and manages the flow of visitors. Secretaries perform more advanced functions such as health care or legal support, and they also perform basic secretarial tasks.

The primary job of a secretary is to support the managers. Each person the management team has a personal secretary. In some cases, the chief executive officer has a personal secretary, while one secretary may support several senior managers.

A single secretary may provide support for all managers in smaller organizations. An executive secretary in a large organization may also have a personal secretary. Extra education is often considered a plus by employers when it comes to hiring high school graduates.

Vocational education programs, community colleges and technical schools can help a secretary with her basic office skills. In some industries, it is necessary to speak a second language. Secretaries who work in health care need knowledge of medical terminology or billing practices, while legal secretaries need special training.

Assistant Secretaries in the Telecommunications Industry

Assistant secretaries use telecommunications systems to screen calls, respond to callers and relay messages. Potential candidates can perform a variety of clerical duties. They may be required to create spreadsheets, manage databases, deliver reports and negotiate vendor contracts.

Assistant secretaries may coordinate training. The duties of secretaries may be different depending on the industry the candidate chooses. An assistant secretary should have good communication skills, good typing skills and good grammar.

The assistant secretaries may have confidential information that they are not allowed to share. Potential candidates must be able to adapt to changes in the office environment. Assistant secretaries should be able to complete tasks on their own.

The projected employment opportunities for assistant secretaries are dependent on industry specialty. The health field has more job openings than the legal field. Candidates with bachelor's degrees in related industry fields will find assistant secretary opportunities in managerial roles.

Administrative Assistants

Administrative assistants can make decisions on the employer's behalf, and decision-making skills are a plus. They are required to manage stockrooms, purchase supplies and see that the office is clean and orderly. Depending on the industry, additional job duties may be required.

Administrative assistants provide high-level support to the top executives. They may need to conduct research, attend top-tier meetings and supervise staff. Medical administrative assistants need to know how to use medical terminology.

They have to take patients' medical histories, process insurance transactions, and arrange for patients to be hospitalized. It is important that you receive proper training in order to develop the skills needed for employment as an administrative assistant. Office procedures, business communication, and computer applications are all important.

Secretaries Make a Living: The Case of the United States

A combination of education and training is needed to be a successful secretary. You should take courses in high school that are applicable to an office setting. You should include relevant classes on your resume.

English, psychology, basic math, business accounting and microcomputer keyboarding are examples. Employers may prefer an associate degree in administrative assisting or a bachelor's degree in a business related field. The Bureau of Labor Statistics reported in May 2016 that general secretaries and administrative assistants made a median wage of $37,230.

Half of them earned more and half earned less. There were 4 million people in the US who held administrative assistant positions in the year. Secretaries work in a variety of industries.

Using Work Experience to Show Your Administrative Assistant Skills

Administrative assistant skills are related to organizing and managing a workplace. Administrative assistants are in critical support roles, helping to maintain contact lists, communicate on behalf of executives, schedule meetings and more. They often work with executives, managers and other coworkers to provide them with the resources needed to complete their duties.

A strong grasp of administrative skills can help you excel in a support role, even if you are starting your first job search or making a career change. Administrative assistants should be able to correspond with their coworkers and managers frequently. When talking to clients, having conversations on the phone, or in person, and when participating in meetings, verbal skills are helpful.

Listening and responding appropriately are two examples of verbal communication skills. Organization is important for assistants in office settings. Administrative assistants often work in teams to manage many tasks at the same time.

Administrative assistants who support an executive should be able to keep their calendar. Administrative assistants should be good at storing and retrieving files, as they handle a file management system. Organizational skills include planning, delegation and office management.

Time management is the ability to be on time and to schedule your time so that you can complete all your tasks. Administrative assistants are usually able to finish their work by a set deadline, but they need to be able to manage their time. Those with strong time-management skills are able to plan their days for productivity.

Communication Skills for a Business Administration Assistant

The first point of contact in a business is admin assistants. You need to show prospective employers that you can communicate in a way that matches the company's voice and culture when applying for admin assistant jobs. admin assistants need to be able to manage expectations.

If you can't meet the deadline, you must have the confidence to negotiate. Data entry and word processing skills are required for many admin assistant tasks. Getting the details right is important when sending client correspondence or making a mistake on a budgeting spreadsheet.

The ability to use IT equipment is important in the role of an admin assistant. Information your experience with the internet is important when applying for admin assistant jobs. Administrative assistants spend a lot of time typing.

Candidates will need to demonstrate their typing skills. Minimum typing speed is something some employers ask for. admin assistants have to think fast when faced with a problem because of the many conflicting demands.

When colleagues face a problem, they will often turn to their admin assistant for help. An admin assistant could have issues such as supply problems, rearranging meetings, or arranging cover when a colleague is not at work. Employers value admin assistants who take the time to get to know their business.

Secretaries and Administrative Assistants in the United States

Half of all secretaries and administrative assistants are employed in healthcare, education, and professional, scientific, and technical services. Most people work full time. Entry-level positions are usually available to high school graduates who are comfortable using word processing and spreadsheet programs.

Administrative assistants and legal secretaries may need additional training for industry specific terminology because they don't know their duties well. Executive secretaries and administrative assistants need a lot of experience. Over the decade, about 324,300 openings for secretaries and administrative assistants are projected.

The openings are expected to be caused by the need to replace workers who transfer to other occupations or retire. Administrative assistants help run the organization. They use computer software to create spreadsheets, manage databases, and prepare reports.

They can buy supplies, negotiate with vendors, and manage stockrooms. Secretaries and administrative assistants use videoconferences. The job duties vary by experience and title.

Executive secretaries and executive administrative assistants provide high-level support for an office and for top executives of an organization. They handle a lot of complex responsibilities, such as reviewing incoming documents. Some also work in clerical staff.