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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.
|Job Title||Company||Location||Start Date||Salary|
|Assistant||Johns Hopkins University||Baltimore, MD||Jul 14, 2014||$193,600|
|Assistant Quantitative Strategist||Pacific Life Insurance Company||Newport Beach, CA||Dec 19, 2014||$114,213|
|Architectural Assistant||DHD Architecture Design, PLLC||New York, NY||Jun 11, 2014||$100,000|
|Architectural Assistant||DHD Architecture PC||New York, NY||Aug 11, 2015||$100,000|
|Physican Assistant||Pelham Healthcare Associates, PLLC||Pelham, NH||Sep 24, 2013||$90,000|
|U.S. Equities Investment Assistant||Jpmorgan Chase & Co.||New York, NY||Sep 13, 2016||$85,000|
|Assistant Specialist||University of Hawaii||Urban Honolulu, HI||Jan 09, 2016||$81,120|
|Assistant Superintendant||Kiska Construction Inc.||Islandia, NY||Sep 08, 2013||$80,000|
|Physican Assistant||Southern Maryland Pulmonary & Critical Care Pa||Whitehaven, MD||Sep 01, 2015||$80,000 -
|Assistant Specialist||University of Hawaii||Urban Honolulu, HI||May 25, 2016||$78,000|
|Assistant (Astp)||Johns Hopkins University||Baltimore, MD||Jan 07, 2016||$77,500|
|Assistant||Johns Hopkins University||Baltimore, MD||Jul 01, 2015||$77,500|
|Assistant (Astp)||The Johns Hopkins University||Baltimore, MD||Jan 07, 2016||$77,500|
|Assistant||Perella Weinberg Partners Group LP||New York, NY||Nov 16, 2014||$76,461 -
|Trader Assistant||Industrial and Commercial Bank of China Limited||New York, NY||Aug 15, 2014||$52,600|
|Institutional Advancement Assistant||Clare Foundation, Inc.||Santa Monica, CA||Jul 09, 2016||$52,500|
|Assistant Statistician||Polaris Pharmaceuticals, Inc.||San Diego, CA||May 09, 2016||$52,500|
|Leagal Assistant||Cifuentes-Marrero, P.A.||Miami, FL||Sep 23, 2016||$52,333|
|Architectural Assistant||Gluckman Mayner Architects||New York, NY||Feb 01, 2014||$52,000|
|Architectural Assistant||NMM Inc.||Miami Beach, FL||Jan 09, 2016||$52,000|
|Flame Assistant||Click 3X LLC||New York, NY||Sep 16, 2016||$51,591|
|Harvest Winemaking Assistant||Washington Vintners||Walla Walla, WA||Aug 15, 2014||$41,740|
|Researach Assistant||The University of Memphis||Memphis, TN||Aug 18, 2014||$41,740|
|Endodontic Assistant||Ernest Anthony Rillman DMD||Largo, FL||Sep 19, 2015||$41,600|
|Endodontic Assistant||Ernest Nathony Rillman DMD||Largo, FL||Sep 01, 2015||$41,600|
|Chineseteaching Assistant||The University of Montana||Missoula, MT||Jun 15, 2016||$41,600|
|Reseach Assistant||University of Arkansas for Medical Sciences||Little Rock, AR||Jan 05, 2015||$40,706|
|Predoctoral Assistant||University of Minnesota||Minneapolis, MN||Jan 08, 2015||$40,000|
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