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Become A First Assistant

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Working As A First Assistant

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

  • Repetitive

  • $37,920

    Average Salary

What Does A First 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 A First 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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First Assistant jobs

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First Assistant Career Paths

First Assistant
Surgical Technician Registered Nurse Case Manager
Account Manager
5 Yearsyrs
Personal Assistant Legal Assistant Office Manager
Accounting Manager
7 Yearsyrs
Personal Assistant Security Officer Night Auditor
Assistant General Manager
5 Yearsyrs
Surgical First Assistant Surgical Technician Office Manager
Branch Manager
6 Yearsyrs
Director Of Photography Creative Director Product Manager
Business Manager
7 Yearsyrs
Golf Professional Operations Director
Chief Operating Officer
11 Yearsyrs
General Manager Account Manager Sales Manager
Director Of Sales
10 Yearsyrs
Golf Professional General Manager
District Manager
7 Yearsyrs
Photographer Specialist Account Manager
District Sales Manager
7 Yearsyrs
Cinematographer Assistant Director Office Manager
Finance Manager
7 Yearsyrs
Photographer Delivery Driver Service Technician
General Manager
7 Yearsyrs
Director Of Photography Producer Marketing Manager
Managing Director
11 Yearsyrs
Camera Assistant Assistant Director Office Manager
Operations Director
9 Yearsyrs
Surgical Technician Licensed Practical Nurse Instructor
Operations Manager
7 Yearsyrs
Camera Assistant Producer Project Manager
Product Manager
7 Yearsyrs
Chief Engineer Project Manager
Program Manager
8 Yearsyrs
Assistant Golf Professional Golf Professional General Manager
Regional Manager
8 Yearsyrs
General Manager Account Executive
Sales Manager
5 Yearsyrs
Chief Engineer Engineering Manager Program Manager
Senior Manager
10 Yearsyrs
Assistant Golf Professional General Manager Account Executive
Territory Manager
7 Yearsyrs
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First Assistant Demographics

Gender

Male

55.0%

Female

43.2%

Unknown

1.7%
Ethnicity

White

80.4%

Hispanic or Latino

11.9%

Asian

5.8%

Unknown

1.4%

Black or African American

0.6%
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Languages Spoken

Spanish

55.6%

French

19.4%

Turkish

5.6%

Arabic

5.6%

German

2.8%

Japanese

2.8%

Tagalog

2.8%

Polish

2.8%

Italian

2.8%
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First Assistant Education

Schools

Maine Maritime Academy

12.5%

Western New England College

10.2%

Massachusetts Maritime Academy

6.8%

University of Phoenix

6.8%

United States Merchant Marine Academy

5.7%

Ferris State University

4.5%

Savannah College of Art and Design

4.5%

Rochester Institute of Technology

4.5%

University of Southern California

4.5%

Full Sail University

4.5%

State University of New York Maritime College

4.5%

Appalachian State University

3.4%

University of South Florida

3.4%

Southern Illinois University Carbondale

3.4%

Boise State University

3.4%

Webster University

3.4%

Pennsylvania State University

3.4%

Emerson College

3.4%

University of Washington

3.4%

California Maritime Academy

3.4%
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Majors

Photography

18.5%

Business

17.0%

Nursing

8.8%

Marine Engineering

5.5%

Management

4.9%

Communication

4.9%

Physician Assistant

4.6%

Medical Technician

4.6%

Marketing

3.3%

Graphic Design

3.0%

Fine Arts

2.7%

Kinesiology

2.7%

Biology

2.7%

Education

2.7%

General Studies

2.4%

Liberal Arts

2.4%

Elementary Education

2.4%

Psychology

2.4%

English

2.1%

Criminal Justice

2.1%
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Degrees

Bachelors

41.6%

Other

26.8%

Masters

16.8%

Associate

8.5%

Certificate

3.1%

Doctorate

2.2%

Diploma

0.7%

License

0.4%
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Top Skills for A First Assistant

CustomerServicePlasticSurgeryPhotoShootsDirectSupervisionClinicsMedicalHistorySurgicalProceduresInventoryControlPGAEngineRoomMachineryEngineDepartmentPersonnelAssistantCameraAdditionalSalesGoalsProShopLossFoodCostPPatientCareEmergency

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Top First Assistant Skills

  1. Customer Service
  2. Plastic Surgery
  3. Photo Shoots
You can check out examples of real life uses of top skills on resumes here:
  • Give great customer service, schedule interviews, giving first impression of candidate and collecting state required licenses and paper work.
  • Completed suture removal and ultra sound therapy in busy plastic surgery clinic.
  • Set up and operate the digital capture station during photo shoots in the studio and on location.
  • 04101Certified First Assistant- I work under the direct supervision of the surgeon(s) during all types of surgical procedures.
  • Develop and perform community clinics for town recreational departments and school teams.

Top First Assistant Employers

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