All About Secretaries and Administrative Assistants
Occupation Description Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Life As a Secretary or Administrative Assistant: What Do They Do?
- Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
- Take dictation in shorthand or by machine and transcribe information.
- Conduct searches to find needed information, using such sources as the Internet.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Supervise other clerical staff and provide training and orientation to new staff.
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Qualities of a Secretary or Administrative Assistant
Below is a list of the skills most Secretaries and Administrative Assistants say are important on the job.
Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking: Talking to others to convey information effectively.
Reading Comprehension: Understanding written sentences and paragraphs in work related documents.
Writing: Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation: Actively looking for ways to help people.
Time Management: Managing one’s own time and the time of others.
Other Secretary or Administrative Assistant Job Titles
- Secretary-Bookkeeper
- Administrative Specialist (Admin Specialist)
- Senior Administrative Assistant
- Escrow Secretary
- Virtual Office Assistant
Is There Job Demand for Secretaries and Administrative Assistants?
There were about 2,536,200 jobs for Secretary or Administrative Assistant in 2016 (in the United States). There is little to no growth in job opportunities for Secretary or Administrative Assistant. The BLS estimates 244,300 yearly job openings in this field.
The states with the most job growth for Secretary or Administrative Assistant are Colorado, Washington, and Utah. Watch out if you plan on working in Maine, Vermont, or Illinois. These states have the worst job growth for this type of profession.
Secretary or Administrative Assistant Average Salary
The average yearly salary of a Secretary or Administrative Assistant ranges between $23,060 and $56,010.
Secretaries and Administrative Assistants who work in District of Columbia, Massachusetts, or Connecticut, make the highest salaries.
How much do Secretaries and Administrative Assistants make in each U.S. state?
| State | Annual Mean Salary |
|---|---|
| Alabama | $35,670 |
| Alaska | $42,450 |
| Arizona | $36,050 |
| Arkansas | $30,860 |
| California | $43,670 |
| Colorado | $38,810 |
| Connecticut | $46,470 |
| Delaware | $39,930 |
| District of Columbia | $50,140 |
| Florida | $35,080 |
| Georgia | $34,520 |
| Hawaii | $40,290 |
| Idaho | $32,380 |
| Illinois | $37,930 |
| Indiana | $32,720 |
| Iowa | $35,210 |
| Kansas | $33,820 |
| Kentucky | $32,950 |
| Louisiana | $31,880 |
| Maine | $37,150 |
| Maryland | $40,870 |
| Massachusetts | $46,940 |
| Michigan | $36,980 |
| Minnesota | $40,580 |
| Mississippi | $32,160 |
| Missouri | $35,010 |
| Montana | $33,380 |
| Nebraska | $34,100 |
| Nevada | $40,060 |
| New Hampshire | $37,230 |
| New Jersey | $42,600 |
| New Mexico | $34,710 |
| New York | $41,190 |
| North Carolina | $36,630 |
| North Dakota | $38,580 |
| Ohio | $36,320 |
| Oklahoma | $32,090 |
| Oregon | $39,460 |
| Pennsylvania | $36,080 |
| Rhode Island | $43,120 |
| South Carolina | $35,510 |
| South Dakota | $29,300 |
| Tennessee | $35,000 |
| Texas | $35,550 |
| Utah | $34,400 |
| Vermont | $36,780 |
| Virginia | $39,390 |
| Washington | $43,260 |
| West Virginia | $31,980 |
| Wisconsin | $36,840 |
| Wyoming | $38,130 |
Tools & Technologies Used by Secretaries and Administrative Assistants
Although they’re not necessarily needed for all jobs, the following technologies are used by many Secretaries and Administrative Assistants:
- Microsoft Excel
- Microsoft Word
- Microsoft Office
- Hypertext markup language HTML
- Microsoft PowerPoint
- Microsoft Outlook
- Web browser software
- Microsoft Access
- Data entry software
- SAP
- Microsoft Windows
- Microsoft Project
- Spreadsheet software
- Adobe Systems Adobe Acrobat
- Microsoft SharePoint
- Microsoft Visio
- Adobe Systems Adobe Photoshop
- Microsoft Dynamics
- SAS
- Linux
How do I Become a Secretary or Administrative Assistant?
Individuals working as a Secretary or Administrative Assistant have obtained the following education levels:
How Long Does it Take to Become a Secretary or Administrative Assistant?
Where Secretaries and Administrative Assistants Are Employed
Below are examples of industries where Secretaries and Administrative Assistants work:
Related Careers
Career changers with experience as a Secretary or Administrative Assistant sometimes find work in one of the following fields:
- Concierges
- Human Resources Assistants, Except Payroll and Timekeeping
- Gaming Surveillance Officers and Gaming Investigators
References:
Image Credit: Jace Armstrong via public domain
More about our data sources and methodologies.
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