Secretary

Overview

Sphere of Work.Secretaries perform administrative and office support duties for a manager, group, or department. Basic duties may include answering the telephone, typing, filing, photocopying, taking notes, preparing correspondence, scheduling appointments, and arranging travel. Increasingly, however, many secretaries also perform more advanced duties that may include bookkeeping, supervising other clerical staff, conducting research, and coordinating meetings and events, including booking venues and arranging catering.

Work Environment. Secretaries usually work in office environments in close proximity to the colleagues whom they support. Depending on the size and type of organization, they may perform their work alone or in coordination with a team of clerical and administrative personnel. Either way, the role demands strong interpersonal, collaboration, and communication skills, as secretaries are usually expected to interact with a broad range of people, both within and external to the organization. Secretaries may expect to work approximately forty hours per week during normal office hours. Longer hours may sometimes be required.

Occupation Interest. This occupation suits people who combine strong administrative skills with excellent organizational abilities and oral and written communication skills. People attracted to a secretarial career generally enjoy working in administrative support roles, but they may also have aspirations to lead and supervise others, coordinate projects, or develop specialized skills. Secretaries must be able to communicate confidently using the written and spoken word, because much of their time may be spent preparing documents and talking with others in person and on the telephone. Interpersonal skills, such as the ability to relate with a wide variety of people and to conduct oneself with tact and diplomacy, are also important. Secretaries should be skilled in the use of office technologies, such as computers, and a broad range of relevant software and systems. Their word processing and data entry skills should be excellent. Secretaries who bring increased efficiency and effectiveness to the workplace are likely to be highly regarded by employers.

A Day in the Life—Duties and Responsibilities. Secretaries are found in all industries, wherever there is a need for clerical or administrative assistance. The secretarial profession also provides the opportunity for specialization within industries and departments. Some specialized secretarial job titles include medical secretary, legal secretary, and school secretary. There are also opportunities to gain specialized skills in general secretarial roles. For example, a secretary in a human resources department will gain specific experience in processes such as recruitment and selection. Likewise, a secretary in an engineering department may develop specialized skills in project management and manufacturing scheduling. As a result, industry-specific experience is highly regarded in the secretarial profession.

A secretary’s work day is likely to involve a mix of secretarial, clerical, and administrative duties. Some general secretarial duties may include organizing appointments, managing calendars, writing and sending e-mails, word processing and basic desktop publishing, photocopying, filing records, making travel arrangements, taking notes or dictation, doing data entry, and transcribing records. Much of the secretary’s time may be spent doing solitary, self-directed work, but they are also likely to attend meetings, speak on the telephone, take direction from their superiors, and interact closely with other groups and individuals.

Some of the more advanced duties of a secretary may include supervising other clerical and administrative staff, conducting research, helping to prepare reports, proofing the work of others for accuracy, and coordinating events and functions. Many secretaries will be involved in tasks that are specific to the departments in which they work. For example, a secretary working in a human resources department may coordinate interview times and venues for job applicants, a secretary in a purchasing department may gather quotations or estimates, and a secretary in an accounting department may perform bookkeeping.

Secretaries frequently coordinate with a broad range of people both within the organization and outside of it. They may greet customers in person and on the telephone, make calls to suppliers and vendors, interact with an outside sales force, act as a liaison between their department and other departments, or serve on committees as a contributor or as a support person.

Occupation Specialties

Medical Secretaries (43-6013.00). Medical secretaries take case histories from patients and prepare speeches, articles, conference proceedings, medical charts and reports using medical terminology. They also perform general clerical functions.

Legal Secretaries (43-6012.00). Legal secretaries perform standard secretarial duties for law offices and also help to prepare legal documents such as summonses, complaints, motions, and subpoenas. They may also assist with legal research.

Executive Secretaries (43-6011.00). Executive secretaries provide high-level administrative support. Their duties include conducting research, preparing reports, and handling information requests alongside more typical clerical work. Lower-level clerical staff may report to them.

Work Environment

Immediate Physical Environment. Office settings predominate. The specific physical environment will be influenced by the size and type of employer and the industry.

Human Environment. Secretarial work demands strong teamwork and collaborative skills, as well as the ability to follow detailed instructions and procedures. Secretaries interact on a daily basis with a wide range of people within and outside of the workplace. The role requires solid oral and written communication abilities and good interpersonal skills. Some secretarial roles may also require delegation and supervisory abilities.

Technological Environment. Daily operations will demand the use of standard office technologies, including computers, telephones, e-mail, photocopiers, and the Internet. Secretaries should be competent in the use of word processing programs, contact management software, spreadsheet software, and presentation programs. They may also need to utilize specialized systems, such as databases and enterprise-wide resource platforms. Fast, accurate typing skills are essential.

Education, Training, and Advancement

High School/Secondary. High school students can best prepare for a career as a secretary by taking courses in applied communication subjects, such as business writing, business English, and business law. Foreign languages may also be advantageous as an increasing number of employers work in cross-cultural contexts and with colleagues in different countries. Studies in business mathematics, accounting, or bookkeeping are helpful, along with computer science and typing. Becoming involved in part-time administrative or clerical work while still in high school, such as evening or weekend work, is an excellent way to gain entry-level experience in the secretarial profession.

Suggested High School Subjects

− Bookkeeping

− Business

− Business & Computer Technology

− Business Data Processing

− Business English

− Business Law

− Business Math

− Composition

− Computer Science

− Keyboarding

− Shorthand

Related Career Pathways/Majors

Business, Management & Administration Cluster

− Administrative & Information Support Pathway

Postsecondary. Secretarial work does not generally require formal postsecondary educational qualifications. On-the-job experience, coupled with personality traits such as organizational skills and a professional demeanor, is usually more important than advanced educational qualifications. Nonetheless, an increasing number of employers look favorably on applicants who possess an associate’s or bachelor’s degree in business, administration, or other relevant field.

Opportunities for career advancement usually depend on the size and type of organization in which the candidate works and their breadth of experience. Larger organizations are likely to provide more scope for growth. Opportunities for advancement may include roles such as executive secretary, administrative support supervisor, and project coordinator.

Related College Majors

− Administrative Assistant/Secretarial Science, General

− Health Systems/Health Services Administration

− Legal Administrative Assistant/Secretarial Science

− Medical Administrative Assistant/Secretarial Science

− Medical Office Management

Adult Job Seekers. Adults seeking a career transition to a secretarial role are advised to refresh their skills and update their resume. Networking, job searching, and interviewing are critical. A return to study may also be beneficial. In addition to courses offered by universities and technical and community colleges, the International Association of Administrative Professionals (IAAP) and Association of Executive and Administrative Professionals (AEAP) offer both accredited and non-accredited training options for aspiring office professionals and administrators.

Professional Certification and Licensure. There are no formal professional certifications or licensing requirements for secretaries; however, obtaining voluntary certification as a Certified Professional Secretary or Certified Administrative Professional may improve one’s job prospects. These certifications are awarded by the International Association of Administrative Professionals.

Additional Requirements. Advances in technology have changed the role of the secretary in recent decades. For example, with the advent of e-mail and voicemail, many managers handle their own correspondence and answer their own phones. There is a shift towards secretarial duties focusing more on general computing skills and technology-enhanced administrative skills, including working with databases and enterprise resource platforms.

Earnings and Advancement

Earnings of secretaries depend on the type and geographic location of the employer and the individual’s skill, experience and level of responsibility. Salaries tend to be highest in transportation, legal services and public utilities. They are lowest in retail trade and finance, insurance and real estate.

Median annual earnings of secretaries were $46,01 per year in 2023.

Secretaries may receive paid vacations, holidays, and sick days; life and health insurance; and retirement benefits. These are usually paid by the employer.

Employment and Outlook

There were over three million secretaries employed nationally in 2016. Employment of secretaries is expected to decline by 5 percent between 2016 and 2026, as it has become more common for one secretary to support multiple executives or managers, and for managers to take on job duties previously handled by secretaries. Office automation will make secretaries’ jobs more efficient; however, many secretarial duties are personal and interactive in nature and, thus, not easily automated. The need to replace workers who transfer to other occupations or retire will create opportunities for well-qualified candidates.

Related Occupations

− Administrative Assistant

− Administrative Support Supervisor

− Court Clerk

− Court Reporter

− Customer Service Representative

− Data Entry Keyer

− Executive Secretary

− Legal Secretary

− Medical Assistant

− Medical Transcriptionist

− Word Processor

Related Military Occupations

− Administrative Support Specialist

− Legal Specialist & Court Reporter

More Information

Association of Executive and Administrative Professionals

900 S. Washington Street, Suite G-13

Falls Church, VA 22046

703.237.8616

headquarters@theaeap.com

www.theaeap.com

International Association of Administrative Professionals

10502 NW Ambassador Drive

P.O. Box 20404

Kansas City, MO 64195-0404

816.891.6600

service@iaap-hq.org

www.iaap-hq.org

Society of Corporate Secretaries and Governance Professionals

521 5th Avenue

New York, NY 10175

212.681.2000

www.governanceprofessionals.org

Virtual Association for Administrative Professionals

www.thevaap.com

Bibliography

"Secretaries and Administrative Assistants." Occupational Outlook Handbook, Bureau of Labor Statistics, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm. Accessed 26 Aug. 2024.