How to Be Administrative Secretary - Job Description, Skills, and Interview Questions

Dec 11, 2020 / 5 Minutes Read / By Albert

How to Become

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The role of an Administrative Secretary is crucial to the efficient functioning of a company. By providing administrative support, they help ensure that the necessary tasks are completed in a timely and efficient manner. This in turn leads to increased productivity and profitability.

they assist in the organization of meetings and events, which helps to ensure that the business runs smoothly. Furthermore, they can help manage communications with other departments, clients, and stakeholders, ensuring that everyone is kept up to date. As a result, the Administrative Secretary plays an important role in the success of any organization.

Steps How to Become

Earn a High School Diploma or GED. Most administrative secretary positions require a high school diploma or GED. Consider taking classes in typing, computer applications, and office management if your high school offers them.
Pursue Postsecondary Education. While there is no formal education requirement for administrative secretaries, many employers prefer those who have taken postsecondary classes in business or office management.
Gain Work Experience. Administrative secretaries need a strong set of clerical and organizational skills. Consider working part-time in an office setting to gain experience.
Obtain Professional Certification. Professional certification is not required for administrative secretaries, but it can help you stand out from the competition. Consider obtaining a Certified Professional Secretaries (CPS) certification from the International Association of Administrative Professionals (IAAP).
Develop Your Soft Skills. Administrative secretaries need to possess excellent customer service and communication skills, as well as the ability to multitask and stay organized in a fast-paced environment. Consider taking classes or workshops in customer service, communication, and time management to hone these skills.

Being a skilled and qualified administrative secretary requires a combination of hard work and dedication. Having a strong command of office software, as well as knowledge of filing systems and other clerical tasks, is essential for success. To become a successful administrative secretary, one must possess excellent communication skills, organization, and problem-solving abilities.

the ability to multitask and stay organized in a fast-paced environment is important. Furthermore, an understanding of basic accounting principles and bookkeeping techniques is necessary. With these skills and qualifications, an administrative secretary can effectively manage their daily tasks and provide excellent service to their clients.

You may want to check Secretary, Personal Secretary, and Departmental Secretary for alternative.

Job Description

Answer phone calls and direct calls to appropriate parties
Greet visitors and direct them to the appropriate parties
Maintain filing systems for records and correspondence
Prepare documents, such as letters, memos, invoices, and reports
Schedule and coordinate meetings, appointments, and travel arrangements
Type documents, such as correspondence, drafts, and reports
Order office supplies and maintain inventory
Maintain office equipment, such as computers and copiers
Process mail, including sorting, labeling, and distributing mail
Update contact databases and mailing lists

Skills and Competencies to Have

Excellent organizational skills and time management capabilities
Proficiency in Microsoft Office Suite and other office management software
Strong written and verbal communication skills
Attention to detail and accuracy
Ability to multitask and work under pressure
Ability to prioritize and meet deadlines
Knowledge of office policies and procedures
Excellent customer service and interpersonal skills
Ability to work independently and as part of a team
Ability to maintain confidentiality of sensitive information

Good communication skills are essential for an administrative secretary. The ability to communicate effectively with clients, coworkers, and supervisors is key to being successful in the role. Being able to speak and write clearly, listen attentively, and stay organized are all important qualities for an administrative secretary.

having a good understanding of basic computing and office technology is necessary to ensure the job gets done efficiently. Good problem solving skills are also important, as administrative secretaries often need to make decisions or find solutions in order to keep operations running smoothly. Finally, having strong interpersonal skills is also important for an administrative secretary, as it is often their responsibility to interact with a variety of people in a professional manner.

With the right combination of communication, computing, problem solving, and interpersonal skills, an administrative secretary can be an invaluable asset to any organization.

Receptionist/Secretary, Executive Personal Secretary, and Board Secretary are related jobs you may like.

Frequent Interview Questions

What experience do you have as an administrative secretary?
How would you handle a situation in which a client is demanding special attention?
Describe a time when you had to manage multiple tasks at once.
What methods do you use to stay organized and on top of deadlines?
How do you handle difficult situations that arise between coworkers?
What techniques do you use to prioritize tasks when faced with a heavy workload?
What computer systems are you familiar with and how proficient are you with them?
How do you ensure that confidential information remains secure?
In what ways do you proactively support office operations?
Describe a time when you had to deal with an angry or dissatisfied customer.

Common Tools in Industry

Microsoft Office Suite. A collection of office productivity software including Word, Excel, Outlook, and PowerPoint. (eg: Create documents, spreadsheets and presentations)
Adobe Acrobat. A software application for creating, editing, and signing PDF documents. (eg: Create fillable forms, sign documents digitally)
Internet Browser. Software used to access, view and navigate websites on the internet. (eg: Access web-based applications, research information)
Database Management System. A software used to store and manage data within a database. (eg: Create relational databases, query data from databases)
Project Management Software. A software used to plan, schedule and monitor tasks within a project. (eg: Track project progress, allocate resources)
Email Client. A program used to manage email accounts and send/receive emails. (eg: Send/receive emails, create email filters)
Calendar System. A system used to keep track of events and appointments. (eg: Create schedules, remind of upcoming events)

Professional Organizations to Know

Association of Administrative Professionals (AAP)
International Association of Administrative Professionals (IAAP)
Professional Secretaries International (PSI)
International Virtual Assistants Association (IVAA)
International Association of Business Communicators (IABC)
Society for Human Resource Management (SHRM)
American Society of Administrative Professionals (ASAP)
National Association of Professional Organizers (NAPO)
National Association of Legal Secretaries (NALS)
Association for Legal Administrators (ALA)

We also have Executive Legal Secretary, Technical Secretary, and Technical Administrative Secretary jobs reports.

Common Important Terms

Office Manager. An individual responsible for the overall management of an office, including managing staff, budgeting, and overseeing day-to-day operations.
Executive Secretary. A professional who provides administrative support to executives, often managing their calendar and scheduling meetings.
Office Clerk. An individual who is responsible for clerical duties in an office, such as filing, typing, and data entry.
Administrative Assistant. An individual who provides administrative assistance to a business or organization, typically in a secretarial or support role.
Human Resources Manager. An individual responsible for the management of personnel within an organization, including recruitment, hiring, and training.
Records Manager. An individual responsible for the organization and maintenance of records within an organization, including filing, storage, and retrieval.
Office Administrator. An individual responsible for implementing administrative policies and procedures within an office.

Frequently Asked Questions

Q1: What qualifications are required to be an Administrative Secretary? A1: The qualifications required to be an Administrative Secretary typically include a high school diploma or GED, excellent communication and organizational skills, proficiency in word processing and other computer software, and the ability to multitask. Q2: How much does an Administrative Secretary typically earn? A2: According to PayScale, the median salary for an Administrative Secretary is $37,935 per year. Q3: What is the job description of an Administrative Secretary? A3: The job description of an Administrative Secretary typically includes managing office operations, coordinating meetings, creating and maintaining filing systems, providing customer service, and handling correspondence. Q4: What type of environment does an Administrative Secretary work in? A4: Administrative Secretaries typically work in office settings with other administrative staff. Q5: What are some of the duties of an Administrative Secretary? A5: Some of the duties of an Administrative Secretary include answering phones, scheduling appointments, preparing reports, creating spreadsheets, filing documents, and ordering supplies.