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Become A Management Assistant

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Working As A Management Assistant

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

  • Repetitive

  • $75,902

    Average Salary

What Does A Management 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 Management 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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Management Assistant Jobs

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Management Assistant Career Paths

Management Assistant
Human Resources Coordinator Specialist Staff Accountant
Accounts Receivable Manager
6 Yearsyrs
Human Resources Coordinator Operations Manager Assistant Director
Administrative Director
8 Yearsyrs
Account Manager Account Executive Office Manager
Administrative Manager
6 Yearsyrs
Assistant Branch Manager Branch Manager General Manager
Area Manager
7 Yearsyrs
General Manager Security Officer Night Auditor
Assistant General Manager
5 Yearsyrs
Assistant Branch Manager Office Manager
Business Manager
7 Yearsyrs
Branch Manager Account Executive Office Manager
Business Office Manager
8 Yearsyrs
Management Analyst Project Manager General Manager
Center Manager
6 Yearsyrs
Account Executive Sales Manager General Manager
Chief Operating Officer
12 Yearsyrs
Operations Manager General Manager Account Manager
Client Services Manager
7 Yearsyrs
Operations Manager Plant Manager General Manager
Facilities Manager
7 Yearsyrs
Account Manager Recruiter Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Assistant Manager Driver Operation Supervisor
Logistics Manager
7 Yearsyrs
Branch Rental Manager Rental Manager Office Manager
Office Manager Of Human Resources
7 Yearsyrs
Account Executive Office Manager
Practice Manager
9 Yearsyrs
General Manager Account Manager Account Executive
Relationship Manager
6 Yearsyrs
Branch Manager Account Manager Operations Manager
Senior Manager
10 Yearsyrs
Management Analyst Operations Manager
Site Manager
7 Yearsyrs
Assistant Manager Teacher Instructor
Training Manager
5 Yearsyrs
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Do you work as a Management Assistant?

Management Assistant Demographics

Gender

Female

58.5%

Male

38.3%

Unknown

3.3%
Ethnicity

White

58.9%

Hispanic or Latino

15.8%

Black or African American

11.7%

Asian

9.5%

Unknown

4.1%
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Languages Spoken

Spanish

48.6%

French

10.5%

German

6.7%

Chinese

6.0%

Mandarin

5.6%

Italian

2.9%

Portuguese

2.6%

Japanese

2.4%

Korean

2.3%

Arabic

2.3%

Russian

1.8%

Cantonese

1.8%

Hindi

1.2%

Dutch

1.1%

Polish

1.1%

Vietnamese

1.0%

Urdu

0.8%

Bulgarian

0.5%

Greek

0.5%

Gujarati

0.4%
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Management Assistant Education

Schools

University of Phoenix

18.7%

Strayer University

6.9%

Florida State University

6.0%

West Virginia University

5.0%

University of Maryland - University College

5.0%

Ashford University

4.6%

University of California - Los Angeles

4.4%

Liberty University

4.2%

Michigan State University

4.2%

Auburn University

4.0%

New York University

3.9%

Pennsylvania State University

3.9%

Northeastern University

3.9%

University of Alabama

3.7%

Troy University

3.7%

Howard University

3.7%

University of Central Florida

3.6%

Towson University

3.6%

Texas State University

3.6%

University of Florida

3.5%
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Majors

Business

33.8%

Marketing

6.9%

Communication

6.4%

Psychology

5.3%

Management

5.3%

Accounting

5.0%

Finance

4.2%

Health Care Administration

4.1%

Criminal Justice

3.6%

Human Resources Management

3.4%

Kinesiology

3.1%

Political Science

2.6%

Sociology

2.4%

Liberal Arts

2.3%

Computer Information Systems

2.2%

English

2.0%

Computer Science

1.9%

Economics

1.9%

General Studies

1.8%

Nursing

1.8%
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Degrees

Bachelors

51.2%

Other

18.1%

Masters

16.5%

Associate

8.2%

Certificate

3.4%

Doctorate

1.2%

Diploma

1.0%

License

0.4%
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Real Management Assistant Salaries

Job Title Company Location Start Date Salary
Asset Liability Management Assistant Vice Presiden Sun Life Financial (U.S.) Services Company, Inc. Wellesley, MA Nov 19, 2010 $110,000 -
$160,000
Portfolio Management Assistant Keppler Asset Management Inc. New York, NY Sep 20, 2012 $96,000
Associate, Portfolio Management Assistant Blackrock Financial Management, Inc. New York, NY Oct 01, 2012 $62,566 -
$85,000
Management Assistant Digital CDR.Com Inc. Norman, OK Sep 16, 2009 $54,600
Management Assistant Digitalcdr.Com, Inc. Norman, OK Sep 15, 2009 $54,600
Management Assistant Digitalcdr.Com, Inc. Norman, OK Sep 15, 2009 $50,400
Building Management Assistant Beauty Mark, Inc. Tuscaloosa, AL Oct 01, 2012 $46,800
Management Assistant Sage Hospitality Boston, MA Sep 21, 2016 $42,950
Management Assistant Sage Hospitality Boston, MA Sep 21, 2016 $42,800

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Top Skills for A Management Assistant

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  1. Customer Service Score
  2. Procedures
  3. Personnel
You can check out examples of real life uses of top skills on resumes here:
  • Promoted a Quality Assurance program determined to successfully improve customer service scores.
  • Defined new operating procedures and set internal priorities to streamline and improve administrative activities.
  • Conduct feasibility studies relating to various shipyard projects, including streamlining personnel functions and a vulnerability assessment on sick leave usage.
  • Approved new customers upon reviewing financial statements, refinanced existing loans, and followed proper collection procedures on delinquencies.
  • Researched trends and collected statistics in the e-commerce industry for competitive Market analysis.

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Top Management Assistant Employers

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Jobs From Top Management Assistant Employers

Management Assistant Videos

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