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Become An Administrative Assistant In New York, NY

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Working As An Administrative Assistant In New York, NY

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

  • Repetitive

  • $41,323

    Average Salary

What Does An Administrative Assistant 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

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 jobs

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Administrative Assistant Career Paths

Administrative Assistant
Executive Assistant Office Manager
Account Manager
5 Yearsyrs
Manager Store Manager General Manager
Chief Executive Officer
8 Yearsyrs
Office Administrator Project Coordinator Operations Manager
Chief Operating Officer
11 Yearsyrs
Office Manager Human Resources Coordinator
Director Of Human Resources
10 Yearsyrs
Accounts Payable Clerk Specialist Account Manager
Director Of Sales
10 Yearsyrs
Assistant Manager General Manager
District Manager
7 Yearsyrs
Office Administrator Accounts Payable Clerk Accountant
Finance Manager
7 Yearsyrs
Office Manager Operations Manager
General Manager
7 Yearsyrs
Human Resources Coordinator Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Billing Specialist Specialist Account Manager
Marketing Director
7 Yearsyrs
Manager General Manager Account Executive
Marketing Manager
6 Yearsyrs
Legal Assistant Legal Secretary
Office Manager
5 Yearsyrs
Assistant Manager Manager General Manager
Operations Director
9 Yearsyrs
Office Assistant Office Manager
Operations Manager
7 Yearsyrs
Human Resources Assistant Human Resources Coordinator Payroll Specialist
Payroll Manager
7 Yearsyrs
Medical Assistant Instructor General Manager
President/Chief Executive Officer
10 Yearsyrs
Legal Assistant Paralegal Office Manager
Property Manager
6 Yearsyrs
Human Resources Assistant Recruiter Operations Manager
Purchasing Manager
9 Yearsyrs
Accounts Payable Clerk Accountant Finance Manager
Sales Manager
5 Yearsyrs
Human Resources Coordinator Project Manager Program Manager
Senior Manager
10 Yearsyrs
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Administrative Assistant Demographics

Gender

  • Female

    85.3%
  • Male

    12.6%
  • Unknown

    2.0%

Ethnicity

  • White

    78.1%
  • Hispanic or Latino

    13.0%
  • Asian

    6.7%
  • Unknown

    1.6%
  • Black or African American

    0.6%
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Languages Spoken

  • Spanish

    61.9%
  • French

    9.1%
  • German

    3.2%
  • Portuguese

    2.9%
  • Italian

    2.8%
  • Chinese

    2.7%
  • Mandarin

    2.6%
  • Russian

    2.4%
  • Arabic

    2.1%
  • Japanese

    1.7%
  • Cantonese

    1.3%
  • Korean

    1.2%
  • Hindi

    1.2%
  • Vietnamese

    0.9%
  • Tagalog

    0.8%
  • Polish

    0.8%
  • Urdu

    0.7%
  • Greek

    0.6%
  • Armenian

    0.5%
  • Hebrew

    0.5%
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Real Administrative Assistant Salaries

Job Title Company Location Start Date Salary
Administrative Assistant Thomas S. Kaplan D/B/A Domestco LLC New York, NY Oct 26, 2017 $85,000
Administrative Assistant Thomas S. Kaplan D/B/A Domestco LLC New York, NY Oct 28, 2015 $80,000
Administrative Assistant Global Design #1 Inc. New York, NY Jun 22, 2018 $77,750
Administrative Assistant-Advisory The Blackstone Group New York, NY Dec 12, 2013 $75,546
Administrative Assistant Thomas S. Kaplan D/B/A Domestco LLC New York, NY Jul 06, 2016 $74,402
Administrative Assistant-Advisory The Blackstone Group New York, NY Dec 05, 2011 $72,500
Administrative Assistant Richard M. Hendler, ESQ. New York, NY Jul 10, 2011 $67,181
Administrative Assistant Richard M. Hendler, ESQ. New York, NY Jul 10, 2014 $67,181
Administrative Assistant Eden Food LLC D/B/A CAFE Duke New York, NY Jul 17, 2015 $57,803
Administrative Assistant AKF Group LLC New York, NY Apr 01, 2015 $53,000
Administrative Assistant AKF Group LLC New York, NY Apr 01, 2014 $51,000
Administrative Assistant Koryo Books Enterprise, Inc. New York, NY Nov 23, 2009 $50,505
Administrative Assistant Gregory White Inc. New York, NY Jan 09, 2011 $50,000
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Christ Life Ministries Inc. New York, NY Sep 20, 2013 $50,000
Administrative Assistant Fancelli Paneling New York, NY May 29, 2009 $50,000
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Christ Life Ministries Inc. New York, NY May 22, 2014 $50,000
Administrative Assistant Stylinity, Inc. New York, NY Sep 15, 2016 $48,000 -
$66,000
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive CAC America Corporation New York, NY Sep 20, 2017 $47,500
Administrative Assistant Reina Boaz Law PLLC New York, NY Nov 17, 2017 $47,029
Secretaries & Admin. Assistants Starchild Ny Inc. New York, NY Sep 08, 2017 $47,029
Administrative Assistant Hspnyccorp New York, NY Oct 03, 2017 $47,029
Administrative Assistant J & K Campus, Inc. D/B/A Campus Education Ny New York, NY Feb 08, 2018 $47,029
Administrative Assistant Dblue Inc. New York, NY May 17, 2017 $46,218
Administrative Assistant Olympiad School Inc. New York, NY Apr 22, 2016 $46,218
Administrative Assistant Daniel J. Park, C.P.A., P.C. New York, NY Oct 06, 2016 $46,218
Administrative Assistant Sachs Equities Inc. New York, NY Apr 23, 2015 $45,760
Administrative Assistant Jederm Ltd. New York, NY Jun 20, 2016 $44,616
Administrative Assistant ECE Trading Inc. New York, NY Apr 29, 2011 $44,599
Administrative Assistant ECE Trading Inc. New York, NY Apr 27, 2010 $44,599
Administrative Assistant Allan C Silverstein DDS PC New York, NY Jan 22, 2010 $43,827
Administrative Assistant David Nadler Custom Shirts New York, NY Dec 10, 2010 $43,055
Administrative Assistant Success Office Products LLC New York, NY Mar 02, 2011 $43,055
Administrative Assistant State To State Distribution Inc. New York, NY Dec 08, 2010 $43,055
Administrative Assistant State To State Distribution Inc. New York, NY Dec 09, 2010 $43,055
Administrative Assistant Success Office Products LLC New York, NY Dec 09, 2010 $43,055
Administrative Assistant Success Office Products LLC New York, NY Jan 27, 2011 $43,055
Administrative Assistant BSD Contracting Corp. New York, NY Aug 03, 2010 $43,055
Administrative Assistant Success Office Products LLC New York, NY Aug 23, 2010 $43,055
Administrative Assistant European Advocacy Council, LLC New York, NY Dec 07, 2009 $43,055
Administrative Assistant Calvary Hilliness Pentecostal Church of Curch New York, NY Apr 14, 2010 $43,055
Administrative Assistant C & H Import & Export Inc. New York, NY Jul 02, 2010 $43,055
Administrative Assistant Ver-Co Cleaning Service Inc. New York, NY Sep 30, 2009 $43,055
Secretaries and Administrative Assistants Peacock Apparel Group, Inc. New York, NY Sep 12, 2012 $42,515
Administrative Assistant Newoak Capital LLC New York, NY Oct 01, 2012 $41,823
Administrative Assistant 5318 16Th Ave Enterprises LLC New York, NY Dec 10, 2010 $41,323
Administrative Assistant Joel S. Walter & Associates, P.C. New York, NY Oct 27, 2010 $41,323
Administrative Assistant Yeshiva Toras EMES Kaminetz New York, NY Jul 22, 2010 $41,323
Administrative Assistant 5318 16Th Ave Enterprises LLC New York, NY Jul 14, 2010 $41,323
Administrative Assistant MacEdonia Ice Cream, Inc. (D/B/A: Carlton Ice Cream, Inc.) New York, NY Oct 08, 2008 $41,323
Administrative Assistant 5318 16Th Ave Enterprises LLC New York, NY Oct 28, 2008 $41,323
Administrative Assistant Scoop Party & Company Corp. New York, NY Feb 01, 2008 $41,323
Administrative Assistant Sanit Corp New York, NY Apr 01, 2008 $41,323
Administrative Assistant Fix Anything Construction & Plumbing, Inc. New York, NY May 20, 2008 $41,323
Administrative Assistant Success Office Products LLC New York, NY Mar 24, 2008 $41,323
Administrative Assistant Yeshiva Toras EMES Kaminetz New York, NY Apr 03, 2008 $41,323
Administrative Assistant Lucky Enterprises, Inc. New York, NY Jan 03, 2008 $41,323
Administrative Assistant Van Wagner Communications, LLC New York, NY Dec 21, 2007 $41,323
Administrative Assistant Central Jewish Council Inc. New York, NY May 15, 2008 $41,323
Administrative Assistant Rose & Ruth Inc. New York, NY Feb 14, 2008 $41,323
Administrative Assistant Roth Clothing Corp. New York, NY May 15, 2008 $41,323
Administrative Assistant Roth Clothing Corp. New York, NY Apr 18, 2008 $41,323
Administrative Assistant Airplus Contracting Inc. New York, NY Mar 07, 2008 $41,323
Administrative Assistant The Jensen Law Firm PLLC New York, NY Jan 31, 2018 $40,810
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Kw Fashion Corp. New York, NY Jul 17, 2017 $40,810
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Musa Salon LLC New York, NY Aug 08, 2017 $40,810
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Sam Hee International New York, NY May 24, 2017 $40,810
Administrative Assistant Wachtell, Lipton, Rosen & Katz New York, NY Aug 28, 2015 $40,000
Administrative Assistant YBT Vanlines Inc. New York, NY May 20, 2011 $40,000
Administrative Assistant YBT Vanlines Inc. New York, NY Jun 01, 2011 $40,000
Construction CO. Administrative Assistant Sagewood Construction & Design Corp. New York, NY Dec 30, 2015 $39,936
Construction CO. Administrative Assistant Sagewood Construction & Design Corp. New York, NY Nov 08, 2016 $39,936
Administrative Assistant The Church of The Open Bible New York, NY Sep 19, 2016 $39,936
Administrative Assistant The Church of The Open Bible New York, NY Sep 28, 2016 $39,936
Administrative Assistant Jederm Ltd. New York, NY Jun 01, 2017 $39,936
Administrative Assistants United Nations Development Corporation New York, NY Dec 19, 2008 $39,444
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive John Imperatore New York, NY Jun 26, 2014 $38,522
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Doctors Cardio-Vascular Imaging, P.C. New York, NY May 06, 2013 $38,522
Administrative Assistant Madison Administrative Services, Inc. New York, NY Feb 05, 2011 $36,000
Administrative Assistant Mukai & Co, Inc. New York, NY Nov 23, 2016 $36,000
Administrative Assistant The New Museum of Contemporary Art New York, NY Aug 03, 2015 $35,000
Administrative Assistant AKF Group LLC New York, NY Apr 01, 2014 $34,970
Administrative Assistant AKF Group LLC New York, NY Feb 19, 2014 $34,970
Administrative Assistant You Are The Ref International Inc. New York, NY Jun 15, 2017 $34,707 -
$43,827
Administrative Assistant J P Accounting Company, LLC. New York, NY Jan 11, 2016 $34,590
Secretaries and Administrative Assistants, Except Legal, Medical April Distributor Inc. New York, NY May 24, 2017 $34,590
Administrative Assistant J P Accounting Company, LLC. New York, NY Sep 01, 2017 $34,590
Administrative Assistant Summit Glory LLC New York, NY Sep 17, 2015 $33,301
Administrative Assistant City Sounds of Ny-Speech Language Development Cent New York, NY Mar 03, 2014 $30,000
Administrative Assistant City Sounds of Ny-Speech Language Development Center, Inc. New York, NY Jan 09, 2016 $30,000
Research Administrative Assistant Womens Federation for World Peace International, Inc. New York, NY Oct 01, 2015 $30,000
Administration Assistant Little V, LLC New York, NY Jan 09, 2016 $29,350
Administrative Assistant Feldenkrais Institute of New York, LLC New York, NY May 31, 2010 $29,218
Administrative Assistant Michael Peggs LLC New York, NY Aug 22, 2017 $28,371
Administrative Assistant Christophe Law Group, P.C. New York, NY Sep 03, 2015 $28,000
Administrative Assistant Christophe Law Group, P.C. New York, NY Oct 01, 2015 $28,000
Administrative Assistant Calvary Hilliness Pentecostal Church of Curch New York, NY Apr 15, 2009 $27,861
Administrative Assistant Premium Merchant Funding One, LLC New York, NY Sep 03, 2015 $27,062
Administrative Assistant Premium Merchant Funding One, LLC New York, NY Oct 01, 2015 $27,061
Administrative Assistant Diga Vision LLC New York, NY Oct 01, 2013 $26,088
Administrative Assistant Madison Administrative Services, Inc. New York, NY Feb 05, 2011 $18,000

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Top Skills for An Administrative Assistant

PayrollDataEntryCustomerServiceDatabaseManagementFinancialStatementsTravelArrangementsPhoneCallsPurchaseOrdersExpenseReportsPowerpointSchedulingAppointmentsOfficeEquipmentQuickbooksSafetyFrontDeskWordProcessingTelephoneCallsSpecialProjectsTemporaryInternet

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Top Administrative Assistant Skills

  1. Payroll
  2. Data Entry
  3. Customer Service
You can check out examples of real life uses of top skills on resumes here:
  • Managed payroll distribution for the company's employees in Arizona.
  • General administrative duties including heavy phone work, invoice reconciliation, filing, data entry, and maintaining databases.
  • Assist customer service with various tasks such as verifying insurance and completing intake forms.
  • Document database management - uploading documents for electronic approvals and document release.
  • Assist in the creation of personal and corporate financial statements.

Top Administrative Assistant Employers