Administrative Assistant Job Description
Administrative assistants and secretaries provide important clerical assistance to offices. Higher-level administrative assistant job duties may include more advanced work. Educational requirements vary, but some college is usually preferred.
Administrative Assistant Job Description
Administrative assistants, also referred to as secretaries, offer support for office personnel. Their responsibilities can vary greatly, depending on the size of the office and how many other assistants there are. Administrative assistants may schedule meetings or appointments, arrange travel accommodations and organize files. They need to be well-versed with office equipment, such as fax machines, scanners, videoconferencing systems and photocopiers.
Executive assistants provide support for executives and managers. These assistants share some clerical duties, such as handling correspondence between high-ranking personnel, but may also conduct research and prepare reports. Executive assistants may train and supervise other clerical staff members.
Medical and legal secretaries need technical knowledge about their field. Medical secretaries may need to understand insurance claims, billing and medical procedures. Legal secretaries may need an understanding of the legislation relevant to the types of law their firms practice. Other administrative assistants who perform specialized duties may work in engineering or with schools.
Virtual assistants are freelance administrative assistants who work from home. They handle jobs similar to traditional assistants, except they work and communicate mostly online. Depending on their training, these individuals may perform the job duties of general, medical or legal administrative assistants.
According to the U.S. Bureau of Labor Statistics (BLS), overall employment for secretaries and administrative assistants was expected to increase 12% from 2010-2020 (www.bls.gov). The outlook varied greatly depending on the industry in which an individual worked. For example, the BLS indicated that employment for legal secretaries was only expected to grow 4%, while medical secretary jobs were predicted to increase 41%.
In May 2012, the BLS indicated that the median annual wage for general secretaries and administrative assistants (excluding executive, medical and legal) was $32,410. However, executive secretaries and administrative assistants earned a median annual salary of $47,500 in the same year, per BLS reports.
A high school diploma is the minimum requirement for most entry-level administrative assistant jobs. Relevant programs are offered at the associate's degree or certificate levels, which offer coursework in keyboarding, databases management and office administration. Programs specific to medical or legal administrative assistants are available, which include courses on the procedures and terminology specific to those fields. The BLS indicates that employers of executive-level assistants are increasingly seeking individuals with college degrees.
Certifications are available for general administrative assistants and specialists. Some certifications, such as the Certified Professional Secretary and the Certified Administrative Professional, have experience or educational requirements. Both legal and virtual assistants have options for certification that may be based on the type of work they do. Passing a certifying exam is often required.
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