Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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Also known as:
Alumni Secretary, Department Secretary, Office Secretary, Personal Secretary, Real Estate Administrative Assistant, School Attendance Secretary, School Secretary

See all Business, Management and Administration Careers.

ABOUT SECRATARY AND ADMINISTRATIVE ASSISTANT CAREERS

Video transcript

Secretaries are often the indispensable "unseen heroes" of the American business community. They help in the efficient management of an organization's administrative and day-to-day affairs such as scheduling meeting and appointments, taking dictation, making travel arrangements and even contacting clients.

Most secretarial positions require the use of word processing and spreadsheet computer programs and the ability to organize and handle several tasks at once.

If you are interested in a secretarial position, you should be able to work well with others since you must often meet with clients and interact effectively with coworkers. You must be also be able to sit and type for extended periods of time.

The best secretaries are considered valuable members of the company's staff. Their daily contributions make everyone else's jobs go more smoothly and efficiently.

SNAPSHOT

Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Leadership	HIGH
Critical decision making	LOW
Level of responsibilities	LOW
Job challenge and pressure to meet deadlines	HIGH
Dealing and handling conflict	LOW

Competition for this position	LOW
Communication with others	HIGH
Work closely with team members, clients etc.	HIGH
Comfort of the work setting	HIGH
Exposure to extreme environmental conditions	LOW
Exposure to job hazards	LOW
Physical demands	LOW

Daily tasks

Learn to operate new office technologies as they are developed and implemented.

Prepare conference or event materials, such as flyers or invitations.

Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

Order and dispense supplies.

Locate and attach appropriate files to incoming correspondence requiring replies.

Complete forms in accordance with company procedures.

Maintain scheduling and event calendars.

Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.

Conduct searches to find needed information, using such sources as the Internet.

Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

Open, read, route, and distribute incoming mail or other materials and answer routine letters.

MAIN ACTIVITIES

Interacting With Computers	Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Communicating with Supervisors, Peers, or Subordinates	Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information	Observing, receiving, and otherwise obtaining information from all relevant sources.

Performing Administrative Activities	Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Organizing, Planning, and Prioritizing Work	Developing specific goals and plans to prioritize, organize, and accomplish your work.

Establishing and Maintaining Interpersonal Relationships	Developing constructive and cooperative working relationships with others, and maintaining them over time.

Documenting/Recording Information	Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Evaluating Information to Determine Compliance with Standards	Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

AREAS OF KNOWLEDGE

Clerical	Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language	Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics	Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Customer and Personal Service	Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management	Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Mathematics	Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Communications and Media	Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

Economics and Accounting	Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

TOP SKILLS

Active Listening	Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking	Talking to others to convey information effectively.
Reading Comprehension	Understanding written sentences and paragraphs in work related documents.

Writing	Communicating effectively in writing as appropriate for the needs of the audience.

Service Orientation	Actively looking for ways to help people.

Time Management	Managing one's own time and the time of others.

Monitoring	Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Coordination	Adjusting actions in relation to others' actions.