In many firms, secretaries (or administrative or executive assistants, as they're often called) are expected to revise, edit and proofread their boss's written work for grammar, accuracy and content. Of course, they also produce the final document on a word processing, spreadsheet or desktop publishing program. While getting written correspondence out is a major responsibility for most secretaries, there are many other hats they must wear. Although many offices have automated voice mail systems that answer calls and take messages, secretaries remain the key link between their boss and the outside world. They have to decide which messages to pass on to their boss, which ones they can handle and which ones can be better handled by other departments.
In the course of an average day as a secretary, you will do everything from making and returning phone calls, relaying messages, sorting and opening mail, filing and keeping information up-to-date to word processing and data entry, making travel arrangements, setting up conference calls, keeping calendars current and making appointments, preparing expense reports and following through on earlier assignments.
There are many kinds of offices in every kind of industry, and every one of them has at least one secretary. So it's smart to choose a field-whether it's the arts, education, social service, health care or business - that particularly interests you.
Secretaries who become knowledgeable about their company's business as well as company policy and procedures often work independently and take on more complex responsibilities, such as working on special projects, coordinating departmental schedules, setting up conferences and seminars and drafting letters and memos.
The better your computer and software skills, the more indispensable you become. Successful secretaries also have excellent personal and communication skills: They're con-genial, well-spoken, cooperative and tactful. If you're good at what you do, you can play a bigger role in the work of the organization and, if it's a large one, earn promotions and sizable raises.
So if you're willing to become a wizard on office soft-ware programs and like extensive contact with people, consider becoming a secretary.
What You Need to Know
- General business practices
- Basic office procedures
- Ability to learn and use office software programs
- Keyboard and typing skills (50 to 75 words per minute)
- Shorthand or fast longhand (to take dictation when needed)
- Good grammar, spelling, punctuation skills
- Office machine know-how
- Good organizational skills and ability to monitor details
- Good phone manner
- Ability to stay cool under pressure
- Legible handwriting
- Ability to work both independently and as part of a team
- Ability to use good judgment, keep information confidential
- Willingness to be interrupted mid-task
- Ability to talk to and gel along with a variety of people
- Pleasant phone voice
- Strong back (you may spend much of your time sitting)
- No eye problems (you may spend much of your time staring at a computer terminal)
Education
High school diploma required. Business courses (including computer and keyboarding courses, office skills and procedures, typing and shorthand, business math and communications) are a plus.
Licenses Required
- None.
Job Outlook
Job openings will grow: about as fast as average
The demand for secretaries-particularly skilled ones-is likely to remain strong. Opportunities for part-time (one in six secretary's works part time) and temporary secretaries are good. Some companies offer flex time (working the same number of hours but at less traditional times-7 a.m. to 3 p.m., for example) and job sharing, in which two secretaries perform the same duties on different clays each week.
The Ground Floor
Entry-level job: Secretary (also administrative assistant)
On-the-Job Responsibilities
- Answer phones, direct calls, give information
- Take dictation and process drafts of written communications
- Keyboard or type correspondence, memos, reports
- Sort and file office documents, correspondence
- Proofread all written materials
- Schedule appointments; make travel arrangements
- Prepare expense reports
- Open and sort mail
- Operate office machines-fax documents, make copies, weigh and stamp mail
- Take care of boss's personal business (sometimes)
All of the above, plus:
- Handle special projects
- Draft correspondence, memos and reports
- Do research (by phone or in the library) J Coordinate department activities
- Set up meetings, seminars, conferences
Secretaries receive the same vacation benefits (usually one or two weeks after one year of full-time employment) as other comparable employees at the company. Paid sick and personal days and major holidays are the norm.
- Health insurance (sonic companies)
- Payment for courses related to skill improvement (some companies)
- Retailers and wholesalers
- Manufacturing firms
- Hospitals and health service companies
- Financial service companies (banks, insurance companies, investment firms)
- Businesses of all kinds, large and small (real estate, construction. transportation)
- Social service organizations
- Local, state and government agencies
- Stress-related symptoms (especially headaches)
- Carpal tunnel syndrome (a wrist fatigue injury caused by repetitive keyboard motions)
Offices come in all shapes and sizes. The large offices of major corporations tend to be more elegantly decorated; offices in manufacturing plants might be located near production areas and are likely to be smaller and noisier. Secretaries usually have their own desk or work space, located adjacent to or near their boss's office. At some companies, secretaries sit at desks in one central area.
Starting salary: $ 16,000 to $25,000
More experienced: $26,000 to $40,000+
Hourly rates for part-time secretaries range from $9 to $12, depending on skills and experience, location (urban pay scales tend to be higher, with the highest rates in the Northeast and California) and type of business. These factors also influence the salaries of full-time secretaries.
Competent, motivated secretaries who keep their skills current and who are willing to do more than is expected of them are in a good position to move into senior secretarial, supervisory, office management or executive secretary positions. Further training and education can help you move up, particularly if you take courses that broaden or increase your skills. Seniority and on-the-job performance also count.
Secretaries whose computer skills are superior are sometimes made information managers or chief information officers. Executive secretaries often assume some tasks that used to belong to middle managers-supervising other clerical workers, assessing information, taking on planning and decision-making responsibilities.
Job opportunities exist nationwide in every industry. There are more jobs to choose from in large metropolitan areas, where many organizations and businesses are located.
High schools, business and secretarial schools and two year community colleges offer a variety of courses and programs that can prepare you for a secretarial position.
Most secretaries are women, although the need for computer skills is attracting some men to this field.
The Bad News
- Inadequate recognition
- Low pay in some industries
- Repetitive tasks
- High stress level
- Attractive salaries for highly skilled, experienced secretaries
- Opportunity to work independently (sometimes)
- Part-time, temporary, flextime opportunities
- Plentiful job options for skilled secretaries
