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Become A Senior Administrative Secretary

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Working As A Senior Administrative Secretary

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

  • Repetitive

  • $81,427

    Average Salary

What Does A Senior Administrative Secretary 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 Senior Administrative Secretary

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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Senior Administrative Secretary Career Paths

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Average Length of Employment
Senior Secretary 4.0 years
Secretary 2.8 years
Top Careers Before Senior Administrative Secretary
Secretary 13.4%
Clerk 3.6%
Top Careers After Senior Administrative Secretary
Secretary 4.4%

Do you work as a Senior Administrative Secretary?

Senior Administrative Secretary Demographics

Gender

Female

94.9%

Male

3.8%

Unknown

1.3%
Ethnicity

White

63.2%

Hispanic or Latino

15.5%

Black or African American

12.2%

Asian

5.7%

Unknown

3.4%
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Foreign Languages Spoken

Spanish

76.9%

Swahili

7.7%

Portuguese

7.7%

Norwegian

7.7%
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Senior Administrative Secretary Education

Schools

University of Phoenix

16.0%

West Virginia University

10.7%

Marshall University

9.3%

Central Piedmont Community College

6.7%

Quinsigamond Community College

6.7%

Southeast Community College Area

4.0%

University of Memphis

4.0%

University of North Carolina at Charlotte

4.0%

University of North Alabama

4.0%

University of Mississippi

4.0%

Strayer University

4.0%

Ashford University

4.0%

American InterContinental University

4.0%

Des Moines Area Community College

2.7%

College of DuPage

2.7%

Miami Dade College

2.7%

Bowie State University

2.7%

Georgia Southern University

2.7%

West Virginia University Institute of Technology

2.7%

Augusta Technical College

2.7%
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Majors

Business

34.0%

Health Care Administration

6.5%

Communication

6.5%

Human Resources Management

5.1%

Accounting

4.7%

Management

4.2%

Secretarial And Administrative Science

4.2%

Computer Science

3.7%

General Studies

3.7%

Liberal Arts

3.7%

Psychology

3.3%

Criminal Justice

3.3%

Legal Support Services

2.8%

Writing

2.3%

Public Administration

2.3%

Computer Information Systems

2.3%

General Education, Specific Areas

1.9%

Marketing

1.9%

Elementary Education

1.9%

Computer Applications

1.9%
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Degrees

Other

31.3%

Bachelors

26.8%

Associate

15.2%

Masters

13.9%

Certificate

9.7%

Diploma

1.6%

Doctorate

1.0%

License

0.6%
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Top Skills for A Senior Administrative Secretary

  1. Confidential Correspondence
  2. Payroll
  3. Office Supplies
You can check out examples of real life uses of top skills on resumes here:
  • Filed all division documents and confidential correspondence.
  • Distributed payroll checks and handled petty cash processing Tracked vacation and sick time Coordinated physical inventory audits
  • Prepared purchase orders, requisitions, time cards, and inventoried and ordered office supplies.
  • Performed data entry to ensure fast turnaround for potential customers.
  • Prepare documentation for national certification renewals and order equipment and supplies including grant-funded purchases for the Child Development Center.

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