An administrative secretary is responsible for supporting an executive or department, handling tasks such as meeting arrangements, research, and travel. They may supervise lower-level employees and need to be computer literate and organized. Specialized assistants may work in areas such as human resources or legal. A degree or certification may be required for certain positions, and business courses can be helpful. The position can lead to management opportunities.
A high-ranking administrative secretary is usually assigned to an executive or department and may be in charge of lower-level workers such as receptionists or part-time assistants. This position is usually a direct report to the department or individual. An administrative secretary will need to be computer literate, have organizational and staffing skills, and be able to handle meeting, research, and travel arrangements. The position usually requires higher wages, especially if the job is specialized.
Assistants may perform general tasks such as answering the phone, mailing, filing and handling company correspondence, but the administrative secretary is usually only responsible for the department or executive being supported. Some departments that use specialized assistants include human resources, accounting, and legal. The secretary can act as a liaison between the department or executive and the rest of the office, and can also deal directly with clients.
Requirements for an administrative secretary position include the ability to use all office technology, such as computers with various software and sometimes a dictation device. Today, many companies are looking for candidates with a degree, but previous experience may be considered unless the job is highly specialized. Legal secretaries, for example, will need specific training to work with court documents. Medical secretaries must be familiar with billing and coding, along with medical terminology.
Administrative secretaries will be asked to set up meetings and conference calls between the boss, other executives and clients and plan events for the office or visitors. The ability to find information online and maintain contacts with suppliers is helpful, as is experience in travel arrangements. In human resources and accounting, the ability to maintain confidentiality is important when dealing with private employee records and financial information.
The holder of this position may be asked to help with the training and supervision of lower level employees. With companies increasingly combining responsibilities, an administrative secretary can gain management experience in punctuality, scheduling and delegation. This will help advance within a company to a position in administration or office management. Candidates for an office administrator position will need excellent people skills as well as knowledge of company policies and disciplinary measures.
For those seeking a career as an administrative secretary, business courses at a community college or university can provide instruction in computer programming, mathematics, record keeping, and communications. Professional certification is available for general assistants and those looking to enter the legal and medical fields. In many cases, a degree or certificate may require a higher salary. Accounting and human resources programs will benefit job seekers interested in these areas of administrative work.
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