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Become An Associate Administrative Assistant

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Working As An Associate Administrative Assistant

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

  • Repetitive

  • $45,000

    Average Salary

What Does An Associate 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 Associate 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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Associate Administrative Assistant Career Paths

Associate Administrative Assistant
Office Assistant Accounts Payable Clerk Accountant
Controller
9 Yearsyrs
Office Assistant Bookkeeper Accountant
Accounting Manager
7 Yearsyrs
Office Assistant Executive Assistant Office Manager
Business Manager
6 Yearsyrs
Executive Assistant Office Manager Owner
Co-Owner
6 Yearsyrs
Executive Assistant Office Manager Operations Manager
Branch Manager
6 Yearsyrs
Assistant Consultant Assistant Manager
Assistant General Manager
5 Yearsyrs
Assistant Consultant Manager
Assistant Vice President
7 Yearsyrs
Assistant Administrator Assistant Manager
Center Manager
6 Yearsyrs
Legal Assistant Specialist Account Executive
Relationship Manager
6 Yearsyrs
Legal Assistant Administrator Manager
Business Owner
6 Yearsyrs
Legal Assistant Consultant Account Manager
Client Services Manager
7 Yearsyrs
Medical Assistant Billing Specialist Accountant
Accountant And Office Manager
6 Yearsyrs
Medical Assistant Coordinator Administrator
Business Office Manager
7 Yearsyrs
Medical Assistant Office Administrator Human Resources Generalist
Office Manager Of Human Resources
6 Yearsyrs
Secretary Legal Secretary Owner
Owner And Chief Executive Officer
7 Yearsyrs
Secretary Tax Preparer Senior Accountant
Accounts Payable Manager
7 Yearsyrs
Secretary Billing Specialist Senior Accountant
Accounts Receivable Manager
6 Yearsyrs
Office Administrator Account Executive Customer Service Manager
Administrative Manager
6 Yearsyrs
Office Administrator Human Resources Generalist Human Resources Manager
Administrative Director
8 Yearsyrs
Specialist Foreman Business Owner
Entrepreneur
5 Yearsyrs
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Help others decide if this is a good career for them

Average Length of Employment
Top Careers Before Associate Administrative Assistant
Cashier 6.8%
Internship 6.3%
Assistant 3.4%
Secretary 2.9%
Volunteer 2.6%
Associate 2.4%
Server 2.3%
Manager 1.9%
Top Careers After Associate Administrative Assistant
Internship 4.3%
Cashier 4.2%
Assistant 3.9%
Associate 3.3%
Server 3.2%
Volunteer 2.9%
Manager 2.2%
Secretary 1.6%

Do you work as an Associate Administrative Assistant?

Associate Administrative Assistant Demographics

Gender

Female

67.7%

Male

22.3%

Unknown

10.1%
Ethnicity

White

59.0%

Hispanic or Latino

18.3%

Black or African American

11.7%

Asian

7.3%

Unknown

3.7%
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Foreign Languages Spoken

Spanish

55.3%

French

11.9%

Portuguese

4.0%

German

3.6%

Chinese

3.3%

Japanese

2.6%

Korean

2.3%

Italian

2.3%

Mandarin

2.0%

Russian

2.0%

Hindi

1.7%

Arabic

1.7%

Ukrainian

1.3%

Urdu

1.3%

Croatian

1.0%

Greek

1.0%

Hebrew

0.7%

Dutch

0.7%

Bulgarian

0.7%

Cantonese

0.7%
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Associate Administrative Assistant Education

Schools

University of Phoenix

19.9%

New York University

8.9%

Miami Dade College

6.2%

University of Houston

5.1%

University of Maryland - University College

5.1%

Strayer University

4.8%

Northern Virginia Community College

4.3%

Fashion Institute of Technology

4.0%

Houston Community College

3.8%

State University of New York Albany

3.8%

Ashford University

3.8%

Arizona State University

3.8%

Florida State University

3.8%

Liberty University

3.5%

Virginia Commonwealth University

3.2%

Cleveland State University

3.2%

University of Florida

3.2%

California State University - Northridge

3.2%

Kaplan University

3.2%

American InterContinental University

3.2%
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Majors

Business

31.3%

Psychology

7.3%

Accounting

5.6%

Communication

5.4%

Health Care Administration

5.0%

Criminal Justice

4.5%

Marketing

3.9%

Nursing

3.6%

Management

3.4%

English

3.4%

Political Science

2.9%

Finance

2.8%

General Studies

2.8%

Liberal Arts

2.8%

Medical Assisting Services

2.7%

Education

2.6%

Graphic Design

2.6%

Sociology

2.6%

Fine Arts

2.5%

Legal Support Services

2.3%
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Degrees

Bachelors

40.8%

Other

25.2%

Associate

14.0%

Masters

10.5%

Certificate

5.3%

Diploma

1.8%

Doctorate

1.6%

License

0.7%
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Job type you want
Full Time
Part Time
Internship
Temporary
Average Yearly Salary
$45,000
View Detailed Salary Report
$29,000
Min 10%
$45,000
Median 50%
$45,000
Median 50%
$45,000
Median 50%
$45,000
Median 50%
$45,000
Median 50%
$45,000
Median 50%
$45,000
Median 50%
$69,000
Max 90%
Best Paying Company
Regions Financial
Highest Paying City
Walla Walla, WA
Highest Paying State
Oregon
Avg Experience Level
2.9 years
How much does an Associate Administrative Assistant make at top companies?
The national average salary for an Associate Administrative Assistant in the United States is $45,484 per year or $22 per hour. Those in the bottom 10 percent make under $29,000 a year, and the top 10 percent make over $69,000.

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Top Skills for An Associate Administrative Assistant

  1. Customer Service
  2. Data Entry
  3. Financial Statements
You can check out examples of real life uses of top skills on resumes here:
  • Commended by management for attention to detail, exemplary customer service delivery and team-player attitude.
  • Compile and prepare commercial documentation for data entry processing.
  • Generate monthly, quarterly or annual financial statements and reports detailing paid and unpaid invoices and other accounts receivable activity Responsibilities.
  • Handle the tasks of checking in and replenishing new merchandise inside case lines as well as prepare merchandise transfers
  • Performed various general office support duties (call screening, copying, filing, ordering of office supplies, etc.)

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Top Associate Administrative Assistant Employers

Jobs From Top Associate Administrative Assistant Employers

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