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Become An Administrative Associate

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Working As An Administrative Associate

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

  • Repetitive

  • $60,000

    Average Salary

What Does An Administrative Associate 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 Associate

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 Associate jobs

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Administrative Associate Career Paths

Administrative Associate
Medical Assistant Security Officer Night Auditor
Assistant General Manager
5 Yearsyrs
Medical Assistant Office Manager Operations Manager
Branch Manager
6 Yearsyrs
Office Administrator Accounts Payable Clerk Billing Specialist
Business Office Manager
8 Yearsyrs
Project Coordinator Program Manager General Manager
Chief Executive Officer
8 Yearsyrs
Chief Executive Officer President/Chief Executive Officer Business Developer
Chief Operating Officer
11 Yearsyrs
Human Resources Coordinator Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Operations Manager General Manager
District Manager
7 Yearsyrs
Project Manager Marketing Consultant Event Manager
Food And Beverage Manager
5 Yearsyrs
Program Coordinator Program Manager
General Manager
7 Yearsyrs
Administrative Specialist Human Resource Specialist Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Human Resources Coordinator Human Resources Generalist
Human Resources Manager
7 Yearsyrs
Chief Executive Officer Management Consultant Senior Manager
Marketing Director
7 Yearsyrs
Operations Manager Branch Manager Account Executive
Marketing Manager
6 Yearsyrs
Administrative Coordinator Program Coordinator Assistant Director
Office Manager
5 Yearsyrs
Program Coordinator Project Manager Program Manager
Operations Director
9 Yearsyrs
Office Administrator Human Resources Coordinator Specialist
Operations Manager
7 Yearsyrs
Chief Operating Officer Chief Executive Officer Human Resources Generalist
Payroll Manager
7 Yearsyrs
Administrative Specialist Human Resources Coordinator Project Manager
Program Manager
8 Yearsyrs
Administrative Coordinator Project Coordinator Operations Manager
Purchasing Manager
9 Yearsyrs
Project Coordinator Business Analyst Product Manager
Sales Manager
5 Yearsyrs
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Average Length of Employment
School Secretary 3.8 years
Clerk Typist 3.6 years
Division Secretary 3.5 years
Head Secretary 3.5 years
Service Secretary 3.3 years
Program Secretary 3.0 years
Personal Secretary 2.9 years
Secretary 2.8 years
Office Specialist 2.8 years
Office Associate 2.7 years
Staff Assistant 2.6 years
Coordinator 2.6 years
Regional Assistant 2.6 years
Office Secretary 2.5 years
Office Assistance 2.4 years
Business Assistant 2.3 years
Assistant Operator 2.3 years
Team Assistant 2.1 years
Service Assistant 2.1 years
General Assistant 2.0 years
Assistant 1.9 years
Project Assistant 1.7 years
Top Employers Before
Secretary 5.9%
Internship 5.3%
Cashier 3.1%
Clerk 2.3%
Associate 1.8%
Supervisor 1.8%
Top Employers After
Associate 3.3%
Internship 3.2%
Manager 2.7%
Volunteer 2.7%

Administrative Associate Demographics

Gender

Female

76.1%

Male

21.6%

Unknown

2.3%
Ethnicity

White

77.9%

Hispanic or Latino

11.9%

Asian

7.6%

Unknown

1.9%

Black or African American

0.6%
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Languages Spoken

Spanish

52.2%

French

9.3%

Italian

5.2%

German

4.9%

Mandarin

3.6%

Chinese

3.3%

Portuguese

2.7%

Russian

2.2%

Arabic

2.2%

Korean

1.9%

Cantonese

1.9%

Japanese

1.6%

Polish

1.6%

Hindi

1.4%

Greek

1.4%

Tagalog

1.4%

Carrier

1.1%

Turkish

0.8%

Urdu

0.8%

Hmong

0.5%
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Administrative Associate Education

Schools

University of Phoenix

16.8%

University of Texas at Austin

7.5%

Ohio State University

6.2%

Strayer University

5.4%

University of Texas at San Antonio

4.8%

Arizona State University

4.6%

Austin Community College

4.6%

Southern New Hampshire University

4.3%

University of Maryland - University College

4.3%

Old Dominion University

4.3%

Liberty University

3.9%

New York University

3.9%

Ashford University

3.7%

West Virginia University

3.7%

George Mason University

3.7%

Kaplan University

3.7%

University of Alabama at Birmingham

3.7%

American InterContinental University

3.7%

Stanford University

3.5%

Northern Arizona University

3.5%
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Majors

Business

34.5%

Health Care Administration

7.6%

Accounting

6.1%

Psychology

5.4%

Management

4.7%

Communication

4.1%

Criminal Justice

3.5%

Finance

3.5%

English

3.4%

Nursing

3.1%

Human Resources Management

3.1%

Liberal Arts

2.9%

Education

2.5%

Marketing

2.5%

General Studies

2.4%

Public Health

2.4%

Political Science

2.2%

Medical Assisting Services

2.0%

Legal Support Services

2.0%

History

1.9%
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Degrees

Bachelors

38.2%

Other

22.9%

Masters

18.9%

Associate

11.1%

Certificate

5.9%

Doctorate

1.6%

Diploma

1.2%

License

0.3%
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Job type you want
Full Time
Part Time
Internship
Temporary

Real Administrative Associate Salaries

Job Title Company Location Start Date Salary
Associate Administrator-International Programs The University of Southern California Los Angeles, CA Aug 15, 2014 $180,000 -
$250,000
Associate-Fund Administration Cortland Capital Market Services LLC Chicago, IL May 12, 2016 $67,226
Associate Administrator Hospital Authority of Washington County Sandersville, GA Sep 30, 2011 $67,080 -
$70,000
Business Administrative Associate University of Illinois at Chicago Chicago, IL Jan 07, 2016 $65,000
Associate Administrator Maxim Healthcare Services Fresno, CA Jul 28, 2009 $65,000
Associate Administrator Maxim Healthcare Services, Inc. Fresno, CA Jul 28, 2009 $65,000
Theater Administration Associate Broadway China Ventures LLC New York, NY Nov 09, 2016 $60,000
Business/Administrative Associate (Project Coordin University of Illinois at Chicago Chicago, IL Mar 01, 2013 $54,184
Business/Administrative Associate University of Illinois at Chicago Chicago, IL Jul 01, 2015 $52,175
Theater Adminnistration Associate Broadway China Ventures LLC New York, NY Sep 11, 2015 $50,898
Administrative Associate Dunch Arts New York, NY Oct 01, 2012 $41,823
Theater Adminnistration Associate Broadway China Ventures LLC New York, NY Sep 04, 2012 $41,823
Administrative Associate 1 The Ohio State University Columbus, OH Feb 01, 2011 $40,000
Private Client Group Administrative Associate Sothebys, Inc. New York, NY Oct 01, 2009 $35,000

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Top Skills for An Administrative Associate

ProceduresFinancialReportsDatabaseManagementCustomerServicePersonnelFilesDataEntryPayrollTravelArrangementsPurchaseOrdersExpenseReportsOfficeSuppliesPhoneCallsSafetyCompanyPoliciesFacilityPowerpointSpecialProjectsEmergencyHumanResourcesAudit

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Top Administrative Associate Skills

  1. Procedures
  2. Financial Reports
  3. Database Management
You can check out examples of real life uses of top skills on resumes here:
  • Created a Procedures Manual which could be taken from job site to job site.
  • Submitted monthly financial reports that reflected company earnings to division managers and company president to gauge overall success.
  • Used computers for various applications, such as database management and word processing.
  • Provided assistance with cashiering, answering phones, customer service, filing, selling product
  • Maintained department's records such as property inventory, personnel files, and employee time records.

Top Administrative Associate Employers

Administrative Associate Videos

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