A high-ranking administrative secretary is usually assigned to an executive or department, and may supervise lower-level employees such as receptionists or part-time assistants. This position is usually a department or individual’s direct report. An administrative secretary must be computer literate, have excellent organizational and interpersonal skills, and be capable of handling meeting duties, research, and travel arrangements. The pay is usually higher for the position, especially if the work is specialized.
Assistants may help with general tasks like answering the phone, correspondence, filing, and mail delivery, but the administrative secretary is usually only in charge of the department or executive they support. Human resources, accounting, and legal are some of the departments that use specialized assistants. The secretary may serve as a liaison between the department or executive and the rest of the office, as well as interact with clients directly.
An administrative secretary must be able to use all office technology, including computers with various software and, in some cases, a dictation device. Many employers nowadays prefer candidates with a bachelor’s degree, but prior experience may be considered instead unless the job is extremely specialized. To work with court documents, legal secretaries, for example, will require specialized training. Medical secretaries must be well-versed in billing and coding, as well as medical jargon.
Administrative secretaries are frequently tasked with scheduling meetings and conference calls between the boss, other executives, and clients, as well as organizing office or visitor events. Experience in making travel arrangements, as well as the ability to find information online and maintain contacts with vendors, is beneficial. When dealing with private employee records and financial information, the ability to maintain confidentiality is critical in human resources and accounting.
This position’s holder may be asked to assist in the training and supervision of lower-level workers. Administrative secretaries can gain management experience in timekeeping, scheduling, and delegation as companies increasingly combine responsibilities. This will help you advance in your career by allowing you to work in office administration or management. Candidates for the position of office administrator must have excellent interpersonal skills as well as a thorough understanding of company policies and disciplinary procedures.
Business courses at a community college or university can provide instruction in computer programs, math, record keeping, and communications for those interested in a career as an administrative secretary. General assistants and those wishing to work in the legal or medical fields can obtain professional certification. A degree or certificate can often lead to a higher salary. Accounting and human resources programs will benefit job seekers interested in those fields of administration.