Secretaries and Administrative Assistants

Secretaries and Administrative Assistants perform office support tasks to help organizations operate efficiently. They manage schedules, handle correspondence, organize files, and assist with administrative duties. Their work is critical in ensuring smooth communication, workflow, and organization in offices.

This career is well suited for individuals who enjoy organization, multitasking, and providing administrative support.

What Do Secretaries and Administrative Assistants Do?

These professionals handle administrative and clerical tasks to support executives, managers, and office operations.

Common responsibilities include:

• Managing schedules, appointments, and meetings
• Answering phones, emails, and correspondence
• Organizing, filing, and maintaining records and documents
• Preparing reports, presentations, and office communications
• Coordinating office operations and workflow
• Assisting with travel arrangements and event planning
• Supporting staff with administrative and clerical needs

Key Areas of Administrative Support

Secretaries and administrative assistants may focus on specific office functions, departments, or executive support:

• Executive and Office Support: Assisting managers or executives with administrative tasks
• Communication Management: Handling correspondence and information flow
• Document and Record Management: Organizing files and maintaining accurate records
• Scheduling and Coordination: Planning meetings, appointments, and events
• Office Operations and Assistance: Supporting staff, managing supplies, and maintaining office efficiency

Skills and Abilities Needed

These professionals combine organizational, communication, and technical skills.

Core Professional Skills

- Office and administrative procedures - Scheduling and calendar management - Written and verbal communication - Document preparation and recordkeeping - Computer proficiency in office software - Coordination and organizational skills

Personal Qualities That Matter

- Attention to detail and accuracy - Strong communication and interpersonal skills - Organization and time-management abilities - Reliability and professionalism - Problem-solving and adaptability - Discretion and confidentiality

Education and Career Pathway

This role typically requires formal education and practical office experience:

• High School Diploma or GED (minimum): Basic literacy, math, and office skills
• Postsecondary Education or Training (optional): Business administration or office management programs
• On-the-Job Training: Practical experience with office procedures, software, and communications
• Professional Development: Training in advanced office technology, communication, or administrative procedures
• Continuing Education: Staying current with office software, technology, and management practices

Where Do Secretaries and Administrative Assistants Work?

They are employed in virtually all organizations and industries requiring administrative support:

• Corporate Offices and Businesses
• Government Agencies
• Educational Institutions
• Healthcare Facilities
• Nonprofit and Community Organizations

Work environments include offices, administrative centers, schools, and healthcare facilities.

Is This Career Difficult?

This career requires organization, multitasking, and attention to detail. Administrative professionals must manage multiple tasks, support staff effectively, and maintain professionalism in a fast-paced environment.

Who Should Consider This Career?

This career may be a strong fit if you:

• Enjoy organizing, scheduling, and managing office tasks
• Have strong communication and interpersonal skills
• Can multitask and prioritize effectively
• Are detail-oriented and reliable
• Want a career supporting organizational efficiency and operations

How to Prepare Early

• Take courses in business, office administration, or computer applications
• Gain experience through internships, volunteering, or part-time office work
• Develop skills in communication, organization, and computer software
• Learn office procedures, scheduling, and recordkeeping
• Explore training programs or certifications in administrative support

Secretaries and administrative assistants keep offices organized, support staff and executives, and ensure smooth operations, contributing to the overall efficiency and effectiveness of organizations.