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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:
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.
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.
Hispanic or Latino12.2%
Black or African American0.6%
Executive Administrative Assistant
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Average Length of Employment
University of Phoenix31.4%
American InterContinental University4.3%
University of Maryland - University College3.7%
Georgia State University3.6%
Northern Virginia Community College3.5%
University of Houston3.4%
Houston Community College3.1%
Southern New Hampshire University3.1%
Colorado Technical University2.8%
Miami Dade College2.8%
University of Central Florida2.7%
Florida International University2.6%
Grand Canyon University2.6%
Kennesaw State University2.4%
San Jose State University2.4%
Executive Administrative Assistant
Unfortunately we don’t have enough data for this section.
|Job Title||Company||Location||Start Date||Salary|
|Executive Administrative Assistant||The Muttontown Club Inc.||East Norwich, NY||Apr 25, 2016||$76,232|
|Executive Administrative Assistant||The Muttontown Club Inc.||East Norwich, NY||Dec 15, 2015||$76,232|
|Executive Administrative Assistant||Sino-American Consulting, LLC||Bethesda, MD||Oct 08, 2016||$74,235|
|Executive Administrative Assistant||Al Tayyar Energy-Princeton||Bethesda, MD||Sep 20, 2016||$73,986|
|Executive Administrative Assistant||Overseas ORG To Support Humanist Movement Vietnam||Falls Church, VA||Apr 03, 2016||$71,200|
|Executive Administration Assistant||Matte-Finish LLC||New York, NY||Jan 05, 2016||$70,000|
|Executive Administrative Assistant||Panamerican Foods LLC||Kearny, NJ||Aug 18, 2016||$68,806|
|Executive Administrative Assistant||Saeilo, Inc.||PA||Sep 16, 2015||$67,829|
|Executive Administrative Assistant||Jean Dousset Jewelry LLC||West Hollywood, CA||Feb 24, 2016||$67,142|
|Executive Administrative Assistant, IPB||Lloyds TSB Bank PLC||Miami, FL||May 18, 2011||$67,000|
|Executive Administrative Assistant||Technicom Inc.||Sterling, VA||Mar 23, 2015||$66,726|
|Executive Administrative Assistant||A's Match Dyeing Co., Inc.||Vernon, CA||Mar 12, 2015||$65,333|
|Executive Administrative Assistant||Saeilo, Inc.||PA||Jul 07, 2016||$63,898|
|Executive Administrative Assistant||IPAK, Inc.||West Deptford, NJ||Apr 21, 2016||$63,814|
|Executive Administrative Assistant||Shark Sushi||Brea, CA||Feb 24, 2016||$57,158|
|Executive Administrative Assistant||Cobb International Farmers Market, Inc.||Smyrna, GA||Aug 27, 2015||$56,451|
|Executive Administrative Assistant||Litoil Usa Inc.||Miami, FL||Jul 02, 2015||$54,000|
|Executive Secr. & Administrative Assistant||Konikowski Insurance Agency, Inc.||Wallington, NJ||Apr 01, 2010||$50,505|
|Executive Administrative Assistant||NB Brother Corp.||Los Angeles, CA||Jan 09, 2016||$48,610|
|Executive Administrative Assistant||Brodin Design Build, Inc.||West Hollywood, CA||Jan 06, 2016||$48,610|
|Executive Administrative Assistant/Finance||Workcompvidence Pia LLC||Philadelphia, PA||Sep 06, 2014||$48,502|
|Executive Secretaires and Administrative Assistant||Greenhills Village, Inc.||State College, PA||Mar 02, 2011||$48,356|
|Executive Administrative Assistant Bilingual||Capricho Inc.||Downey, CA||Mar 18, 2008||$42,679|
|Bilingual Executive Administrative Assistant||Southeast Regional Center, LLC||Duluth, GA||Sep 14, 2014||$42,679|
|Executive Administrative Assistant||Joel S Cohen PC||New York, NY||Apr 15, 2012||$41,823|
|Executive Administration Assistant||Joel S Cohen PC||New York, NY||Oct 01, 2012||$41,823|
|Executive Administrative Assistant||Yellowstone Capital LLC||New York, NY||Oct 15, 2011||$41,683|
|Executive Administrative Assistant||Document Solutions Group, Inc.||Malvern, PA||Feb 09, 2016||$41,406|
|Executive Administrative Assistant||Pacific Insurance Agency Inc.||Philadelphia, PA||Feb 09, 2016||$41,406|
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