What does an Administrative Secretary do?
Published 4 min read
An administrative secretary is responsible for providing secretarial and administrative support to an organization. They perform a variety of tasks, such as answering phones, typing documents, and filing.
Administrative Secretary job duties include:
- Answering and routing phone calls
- Drafting correspondence and other documents
- Scheduling appointments and managing calendars
- Making travel arrangements
- Coordinating meetings and events
- Managing projects and deadlines
- Ordering supplies and managing inventory
- Supervising and training office staff
- Handling customer inquiries and complaints
- Providing administrative support to executives and other staff
Administrative Secretary Job Requirements
An administrative secretary typically needs at least a high school diploma, although some jobs may require postsecondary education, and most secretaries complete on-the-job training. Some employers prefer to hire candidates who have completed a certificate or associate degree program in office administration or a related field. Although certification is not required, it may improve job prospects. Administrative secretaries should have excellent communication, organizational, and customer service skills. They should be proficient in using computers and various software programs, such as word processing, spreadsheets, and databases. Many secretaries also have experience working with office equipment, such as fax machines and photocopiers. Previous experience working as a secretary or in a related occupation is often required for this position.
Administrative Secretary Skills
- Filing
- Answering telephones
- Greeting clients
- Scheduling appointments
- Making travel arrangements
- Preparing reports
- Creating spreadsheets
- Maintaining databases
- Proofreading documents
- Editing documents
- Creating presentations
Related: Top Administrative Secretary Skills: Definition and Examples
How to become an Administrative Secretary
The administrative secretary is the backbone of any office. They keep the office organized and running smoothly. Without them, the office would be in chaos. If you have good organizational skills and enjoy working with people, then a career as an administrative secretary may be for you. Here are a few tips on how to become an administrative secretary:
1. Get a degree in business administration or a related field. This will give you the basic knowledge and skills you need to be an effective administrator.
2. Take courses in computer applications and office management. These courses will teach you how to use the latest office technology and manage an office efficiently.
3. Develop your communication skills. As an administrative secretary, you will be responsible for handling a lot of correspondence. You must be able to communicate clearly and effectively, both in writing and verbally.
4. Be detail oriented. An administrative secretary must pay close attention to detail in order to keep the office running smoothly.
5. Have a positive attitude. An administrative secretary is often the first point of contact for visitors to the office. It is important that you project a professional and positive image at all times.
6. Be flexible and adaptable. An effective administrator must be able to handle changes quickly and efficiently. Things in an office can change rapidly, so you must be able to adapt to new situations easily.
7. Be organized and efficient. An administrative secretary must be able to juggle many tasks at once and keep track of deadlines. Good time management skills are essential in this position.
8. Take initiative when needed. An effective administrator is always looking for ways to improve efficiency in the office. If you see something that needs to be done, don’t wait for someone else to do it – take action!
9. Be a team player . An administrative secretary is part of a team, so it is important that you work well with others and cooperate when needed .
Related: Administrative Secretary Resume Example
Related: Administrative Secretary Interview Questions (With Example Answers)