Secretaries & Administrative Assistants
Also called: Administrative Assistant (Admin Assistant), Administrative Secretary (Admin Secretary), Office Assistant, Secretary
Produced by CareerOneStop
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Well-organized… resourceful… persistent and detail oriented… with a strong drive to make things work. Secretaries and administrative assistants need a combination of all these qualities. They handle administrative activities in most organizations, including schools, healthcare facilities, government offices, and private companies. Secretaries perform a wide variety of tasks. They prepare documents and spreadsheets, organize files, schedule appointments, and support other staff. They may also buy supplies, plan events, and manage stockrooms. Most answer phone calls and direct them appropriately. In schools, they handle communications among parents, students, and school administration. Some duties are particular to a type of secretary: Executive secretaries work for top executives to handle complex responsibilities, including research and writing reports. Confidentiality and integrity are essential. They may also manage clerical staff. Legal secretaries prepare legal documents and help with legal research under the supervision of an attorney or a paralegal. Medical secretaries transcribe dictation and prepare reports or articles for doctors or medical scientists. They may handle communications with patients and process insurance payments. Most secretaries and administrative assistants work full time in offices; some work for administrative service companies out of their own homes. Jobs typically require a high school education and basic office, computer, and English grammar skills. Legal and medical secretaries need additional training to learn industry terminology. Most community colleges offer programs or courses to obtain these skills. Executive secretaries require several years’ related work experience.
What they do:Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
On the job, you would:
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Create, maintain, and enter information into databases.
- administrative services
- customer service
Arts and Humanities
- English language
Engineering and Technology
- computers and electronics
- listening to others, not interrupting, and asking good questions
- talking to others
- noticing a problem and figuring out the best way to solve it
- communicate by speaking
- communicate by writing
- pay attention to something without being distracted
People interested in this work like activities that include data, detail, and regular routines.
They do well at jobs that need:
- Attention to Detail
- Concern for Others
- Self Control
You might use software like this on the job:
Enterprise resource planning ERP software
Data base user interface and query software
Video conferencing software
- Administrative Services Managers
- Executive Secretaries & Executive Administrative Assistants
- Legal Secretaries & Administrative Assistants
- Office Clerks, General
- Receptionists & Information Clerks
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