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Become An Administrative Assistant And Recruiter

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Working As An Administrative Assistant And Recruiter

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $32,000

    Average Salary

What Does An Administrative Assistant And Recruiter Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become An Administrative Assistant And Recruiter

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Administrative Assistant And Recruiter Career Paths

Administrative Assistant And Recruiter
Recruiter Human Resources Generalist
Human Resources Manager
7 Yearsyrs
Recruiter Human Resources Generalist Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Recruiter Account Executive Manager
Service Manager
6 Yearsyrs
Human Resources Coordinator Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Human Resources Coordinator Executive Assistant
Senior Administrative Assistant
7 Yearsyrs
Human Resources Coordinator Executive Assistant Office Manager
Accounting Manager
7 Yearsyrs
Office Assistant Executive Assistant Office Manager
Business Office Manager
7 Yearsyrs
Office Assistant Administrator Office Manager
Administrative Manager
6 Yearsyrs
Office Assistant Accounts Payable Clerk Accountant
Accountant And Office Manager
6 Yearsyrs
Recruiting Coordinator Technical Recruiter Account Manager
Client Services Manager
7 Yearsyrs
Recruiting Coordinator Technical Recruiter Account Executive
Relationship Manager
6 Yearsyrs
Recruiting Coordinator Senior Recruiter Account Manager
Assistant Vice President
7 Yearsyrs
Human Resources Assistant Substitute Teacher Coordinator
Senior Administrative Coordinator
6 Yearsyrs
Human Resources Assistant Administrator Assistant Manager
Site Manager
7 Yearsyrs
Human Resources Assistant Specialist Accountant
Accounts Payable Manager
7 Yearsyrs
Office Administrator Accounts Receivable Specialist Accounts Receivable Supervisor
Accounts Receivable Manager
6 Yearsyrs
Office Administrator Administrator Owner
Owner And Chief Executive Officer
7 Yearsyrs
Office Administrator Consultant Human Resources Manager
Administrative Director
8 Yearsyrs
Medical Assistant Specialist Executive Administrative Assistant
Office Manager Of Human Resources
6 Yearsyrs
Medical Assistant Registered Nurse Registered Nurse Supervisor
Administrative Supervisor
5 Yearsyrs
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Help others decide if this is a good career for them

Average Length of Employment
Recruiter 2.1 years
Staffing Recruiter 2.0 years
Staffing Assistant 1.7 years
Job Recruiter 1.5 years
Junior Recruiter 1.2 years
Top Careers Before Administrative Assistant And Recruiter
Cashier 6.9%
Internship 4.5%
Recruiter 2.5%
Server 2.5%
Volunteer 1.8%
Manager 1.6%
Top Careers After Administrative Assistant And Recruiter
Recruiter 9.7%
Cashier 3.3%

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Top Skills for An Administrative Assistant And Recruiter

  1. Weekly Payroll
  2. Background Checks
  3. Data Entry
You can check out examples of real life uses of top skills on resumes here:
  • Gather, review, and report weekly payroll for temporary employees to our payroll department.
  • Facilitated new hire process including collection of necessary paperwork, completing background checks, reference verification and conducting new hire orientation.
  • Assisted applicants in completing their required paperwork demonstrating ability to handle extensive data entry skills in Access Database web-based software.
  • Communicated and consulted with Account Managers and Technical Recruiters to review job descriptions.
  • Contacted and interviewed potential candidates for open job positions.

Administrative Assistant And Recruiter Resume Examples And Tips

The average resume reviewer spends between 5 to 7 seconds looking at a single resume, which leaves the average job applier with roughly six seconds to make a killer first impression. Thanks to this, a single typo or error on your resume can disqualify you right out of the gate. At Zippia, we went through over 2,299 Administrative Assistant And Recruiter resumes and compiled some information about how best to optimize them. Here are some suggestions based on what we found, divided by the individual sections of the resume itself.

Learn How To Create A Top Notch Administrative Assistant And Recruiter Resume

View Resume Examples

Administrative Assistant And Recruiter Demographics

Gender

Female

76.9%

Male

13.0%

Unknown

10.1%
Ethnicity

White

57.5%

Hispanic or Latino

20.4%

Black or African American

11.7%

Asian

7.1%

Unknown

3.3%
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Foreign Languages Spoken

Spanish

70.5%

French

5.4%

Portuguese

4.5%

Chinese

2.7%

Japanese

2.7%

Tagalog

1.8%

Russian

1.8%

Mandarin

1.8%

Filipino

0.9%

Ukrainian

0.9%

German

0.9%

Vietnamese

0.9%

Greek

0.9%

Hindi

0.9%

Polish

0.9%

Korean

0.9%

Arabic

0.9%

Italian

0.9%
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Administrative Assistant And Recruiter Education

Schools

University of Phoenix

28.6%

University of Maryland - University College

5.8%

Kaplan University

5.8%

Strayer University

5.3%

Ashford University

5.3%

Houston Community College

5.3%

American InterContinental University

4.4%

Miami Dade College

3.9%

Liberty University

3.9%

Borough of Manhattan Community College of the City University of New York

3.4%

Northern Virginia Community College

3.4%

University of North Carolina at Greensboro

2.9%

Georgia State University

2.9%

College of DuPage

2.9%

University of California - Santa Barbara

2.9%

University of North Carolina at Charlotte

2.9%

Southern New Hampshire University

2.9%

University of South Florida

2.4%

Prairie View A & M University

2.4%

University of Massachusetts - Boston

2.4%
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Majors

Business

31.1%

Human Resources Management

8.6%

Psychology

8.4%

Communication

6.8%

Accounting

4.9%

Health Care Administration

4.8%

Criminal Justice

4.5%

Liberal Arts

3.3%

Management

2.9%

Legal Support Services

2.9%

Medical Assisting Services

2.9%

General Studies

2.6%

Education

2.4%

Sociology

2.2%

English

2.1%

Nursing

2.0%

Political Science

2.0%

Secretarial And Administrative Science

2.0%

Elementary Education

1.8%

Marketing

1.8%
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Degrees

Bachelors

41.0%

Other

22.9%

Associate

15.5%

Masters

10.8%

Certificate

7.0%

Diploma

1.7%

License

0.7%

Doctorate

0.5%
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