Secretary Training And Jobs

About Executive Secretaries And Administrative Assistants

Executive Secretaries (ES) and Administrative Assistants (AA), also known as Executive Assistants and Office Managers, generally work for high-ranking executives within an organization and provide senior-level administrative and clerical support. The role of this professional has grown tremendously over the past several years. The traditional ES or AA would have primarily focused on typing various correspondences and performing many miscellaneous tasks as assigned by their employer. However, technological advances, especially the arrival of word processing, have greatly impacted this profession by reducing the time required to perform administrative and clerical functions and increasing the variety and level of new responsibilities.

Experience and the Level of Responsibility

The main difference between a general Secretary and an Executive Secretary or Administrative Assistant is that the ES or AA is more experienced and generally required to interact with vendors, customers, the general public, and other individuals or groups (e.g., Board of Directors) who might otherwise interact with management. This professional may also manage the scheduling for and access to a top executive or senior manager, thereby becoming a most trusted aide. There is a correlation between the required skill level of an ES or AA and the level of individuals with whom an executive interacts (i.e., the higher the level of the individual with whom the executive interacts, the greater the skill level that is required by the ES or AA).

The ES and AA of today are typically responsible for tasks once performed by other professionals or managers and may include:

• bookkeeping
• budget management
• purchasing
• research
• clerical staff management
• vendor negotiations and management
• website maintenance
• database management
• spreadsheet, presentation, and report development
• conference and meeting logistics
• equipment leasing and maintenance

It is not uncommon for an ES or AA to be responsible for overseeing and understanding Immigration and Visa rules and regulations. Additionally, these professionals will often provide support to other members of management and the executive staff, as well as training and orientation to new hires

Administrative Assistant and Executive Secretary Job Characteristics

Most individuals in this profession work a full-time, 40-hour workweek. However, there are those in this profession who work part time, in temporary positions, or in job-sharing arrangements (where two individuals divide up the responsibilities of a full-time position). An ES or AA works in variety of settings that include, but are not limited to public and private sector firms, agencies, and organizations; legal or medical offices; hospitals; and, academic environments/institutions.

More often than not, this occupation requires an individual to sit for long periods of time. Those who spend a great deal of their workday at a computer monitor may experience eyestrain, carpal tunnel syndrome, and stress.

An individual in this profession is expected to possess and/or display many of the following skills and attributes:

• proficiency in typing
• shorthand for some jobs
• competency in grammar, spelling, and punctuation
• effective interpersonal and communication skills
• expertise in the use of office equipment (e.g., fax machines, copiers, computers, phone systems) and specific software applications (e.g., Microsoft Office - Word, Excel, PowerPoint)
• strong organizational and time management skills
• sound judgment and problem solving abilities
• ability to juggle a variety of duties simultaneously, and at times, under pressure
• ability to work independently and as a team member
• flexibility
• discretion
• diplomacy
• initiative
• dedication

According to the U.S. Department of Labor Bureau of Labor Statistics (USDL BLS), employment for Executive Secretaries and Administrative Assistants is "expected to increase 9 percent, which is about as fast as average for all occupations, between 2006 and 2016." It is important to note that the projections for employment will vary according to the area/industry in which an individual chooses to specialize (e.g., healthcare and social assistance expect faster than average growth for Medical Secretaries; legal services expect moderate growth for Legal Secretaries).

Experienced ESs and AAs and especially individuals with expert knowledge of software applications and/or advanced computer skills and communications abilities will secure the best job opportunities. Those who possess a bachelor's degree will be highly sought after and expected to perform more complex duties and take on more of a managerial assistant role.

Administrative Assistant and Executive Secretary Training and Certification

The minimum formal training required in this field is a high school diploma. Individuals with this level of education must also learn basic office skills in order to secure an entry-level position. Skills may be acquired through one- and two-year office administration training programs generally offered by community colleges and vocational and business schools. Temporary placement agencies are also known to offer secretary training in office and computer skills. Individuals who choose to specialize in industries such as medical or legal will need to attend administrative assistant training programs that focus on the industry and its language.

It is important to note that organizations and firms who look to hire ESs and AAs will seek those who possess a college degree. If an individual wishes to work in a specific industry or business, they should look to secure a degree that is related to or focused on the industry as it will afford them a stronger leverage over other candidates during the application process.

Once on the job, most ESs and AAs will learn more advanced skills over time. This may come in the form of instruction by other colleagues, software or equipment vendors, instructor-led classes, or online courses. As technologies and office automation continue to evolve, continuing education will remain a critical element in the role of Executive Secretaries and Administrative Assistants.

Certification and testing for proficiency in office skills may be obtained from a variety of associations such as the International Association of Administrative Professionals (IAAP) and the National Association of Legal Secretaries (NALS), Inc.

Several prominent designations are available to the experienced ES or AA and include the Certified Administrative Professional (CAP) and the Certified Professional Secretary (CPS). Either requires meeting specific education or experience criteria and passing an exam.

Individuals who work in the legal field and possess one-year of experience, or who have completed approved training, and who wish to secure certification as a legal support professional may seek the Accredited Legal Secretary (ALS) designation (via a testing process) administered by NALS. This association also offers two other designations for those in the legal field - Professional Legal Secretary (PLS) - an advanced certification for legal support professionals, as well as a designation for paralegal proficiency. Lastly, the Legal Secretaries International (LSI) bestows the Certified Legal Secretary Specialist (CLSS) designation in a variety of areas such as: criminal law, civil litigation, probate, intellectual property, and business law. This designation requires applicants to possess five years of experience in the legal field and pass an exam; some requirements may be waived (in certain instances).

Resources for Administrative Assistant and Executive Secretary

• International Association of Administrative Professionals (IAAP)
• Association of Executive and Administrative Professionals (AEAP)
• National Association of Legal Secretaries, Inc., (NALS)

Major Employers of Administrative Assistant and Executive Secretary

Individuals seeking employment in this profession will find opportunities in firms and organizations in all industries, from schools to hospitals and medical offices to government agencies to corporate firms and legal offices.

Schools for Executive Secretaries And Administrative Assistants are listed in the column to the left.

The Top Cities tab shows employment statistics for Executive Secretaries And Administrative Assistants by major metro area.

The Top Industries tab shows which industries have the most jobs for Executive Secretaries And Administrative Assistants, along with salary data by industry.

The Find Schools tab lets you search for schools by field of study, degree level, and location.