Secretary

Work environment

Secretaries typically work in an office setting across various industries such as healthcare, education, government, and corporate sectors. Their role often involves using computers, managing files, and interacting with clients or employees, requiring both independent work and team collaboration.

Quick task list

• Answers phone calls and manages correspondence (e-mail, letters, packages, etc.).
• Schedules appointments and maintains event calendars.
• Creates and maintains filing systems, both electronic and physical.
• Manages travel arrangements and expense reports for executives.
• Assists in preparation of reports and presentations.

Description

Secretaries are integral to the smooth operation of an organization. They ensure efficient communication within and outside the organization, handle scheduling and organization of meetings, and manage important documents and records. Their role often requires them to be proficient in various office software and have excellent organizational skills.

In addition to administrative tasks, secretaries often serve as the first point of contact for clients or visitors, requiring strong interpersonal skills. They must be adept at multitasking, prioritizing tasks, and managing time effectively to handle the diverse needs of an office.

The role of a secretary is evolving with technology, requiring continuous learning and adaptation. They play a crucial role in supporting management and staff, contributing to the overall productivity and efficiency of the organization. Their skills in communication and organization are vital in coordinating office operations and supporting business activities.

Typical education

The role usually requires a high school diploma or equivalent, along with on-the-job training. Some positions may prefer or require postsecondary education or certifications, amounting to 1-2 years of additional schooling.

High school preparation

Courses:

• Computer Applications to learn essential software skills.
• Business Studies for a basic understanding of business operations.
• English and Communication for developing effective writing and speaking skills.

Extra-Curricular Activities:

• Joining administrative clubs or groups.
• Volunteering for event planning or office assistance roles.
• Participating in team sports or group activities to develop teamwork skills.

Preparation after high school

• Consider completing a certificate or associate's degree in office administration or a related field.
• Seek internships or part-time jobs in administrative roles for practical experience.
• Pursuing certifications like Certified Administrative Professional (CAP) can enhance career prospects.

More resources

• International Association of Administrative Professionals (IAAP) - Offers resources, networking, and certification for administrative professionals.
• American Society of Administrative Professionals (ASAP) - Provides training, webinars, and resources for career development.
• Occupational Information Network (O*NET Online) - A tool for career exploration with detailed descriptions of the secretary role.
• U.S. Bureau of Labor Statistics - Offers detailed information on the occupational outlook, work environment, and requirements for secretaries.

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