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

Apr 13, 2022 / 5 Minutes Read / By Albert

How to Become

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The increasing demand for Office Administrative Secretaries is having a positive effect on the job market. These professionals are highly sought after, as they help to ensure effective communication within an office setting and ensure that the day-to-day operations of the business run smoothly. They are responsible for managing calendars, creating reports, filing documents and other administrative tasks.

they are often responsible for coordinating meetings, making travel arrangements and handling customer inquiries. As a result of their essential role in the office, they have become an integral part of many businesses, providing a valuable service and driving job growth.

Steps How to Become

Earn a High School Diploma or GED. Office administrative secretaries typically need at least a high school diploma, or its equivalent, to begin working in the field.
Consider Pursuing Further Education. Although it is not always required, some employers may prefer to hire office administrative secretaries who have a postsecondary degree.
Gain Work Experience. Office administrative secretaries can gain valuable experience by volunteering or interning in an office setting, or by taking on entry-level positions such as file clerk or receptionist.
Develop Marketable Skills. Office administrative secretaries should develop skills that are necessary for success in the field. These skills include excellent communication and customer service abilities, as well as proficiency with computers and other office equipment.
Obtain Certification. The International Association of Administrative Professionals (IAAP) offers a Certified Administrative Professional (CAP) certification program for office administrative secretaries who meet certain educational and experience requirements.
Look for Job Opportunities. Once candidates are qualified to work as office administrative secretaries, they can begin searching for open positions. Job seekers can look for opportunities on job search websites, in newspapers, or by networking with people in their industry.

Administrative secretaries are essential to the efficient running of businesses and organizations. To be reliable and efficient, an administrative secretary must possess certain skills and qualities. First, having excellent organizational skills is paramount as administrative secretaries must be able to prioritize tasks and manage their own workload.

being detail-oriented is essential as they are often responsible for reviewing and editing documents, as well as preparing reports. Time management skills are also important so that deadlines are met and tasks are completed in a timely manner. Furthermore, possessing good communication skills is critical as administrative secretaries work with both internal and external stakeholders.

Finally, having a customer service attitude is important as administrative secretaries are often the first point of contact for customers and clients. With the right set of skills and qualities, an administrative secretary can be reliable and efficient.

You may want to check Chief Secretary, Executive Legal Secretary, and Administrative Secretary for alternative.

Job Description

Greet visitors, answer phones, and direct inquiries to the appropriate personnel.
Manage the organizations calendar of events, meetings, and travel arrangements.
Schedule appointments and provide reminders for upcoming meetings.
Maintain filing systems and databases for storing and retrieving information.
Compose and distribute emails, letters, and other correspondence.
Prepare agendas, memos, and other documents for meetings.
Manage office supplies and order replacements when needed.
Receive, sort, and distribute incoming mail on a daily basis.
Monitor inventory of office supplies and order new materials as needed.
Assist with general administrative tasks such as photocopying, faxing, and scanning documents.
Create and maintain a database to store confidential information.
Process accounts receivable and payable as needed.
Prepare reports, presentations, and other documents as requested.
Provide general support to visitors, customers, and other staff members.

Skills and Competencies to Have

Excellent written and verbal communication skills
Knowledge of office management systems and procedures
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Ability to organize and prioritize tasks
Excellent customer service skills
Attention to detail and problem-solving skills
Strong organizational and time management skills
Ability to work independently and as part of a team
Ability to handle confidential information with discretion
Ability to multitask and meet deadlines

Organizational skills are the most important skill to have for an office administrative secretary. Being organized allows for the efficient management of tasks, which can result in increased productivity and job satisfaction. It also helps to ensure that projects are completed on time and deadlines are met.

good organizational skills can result in improved communication between team members and departments. Furthermore, organization helps to reduce stress levels and can lead to better customer service and improved customer loyalty. With these benefits, it's clear why organizational skills are essential for an office administrative secretary.

Office Manager/Secretary, Personal Secretary, and Executive Administrative Secretary are related jobs you may like.

Frequent Interview Questions

What experience do you have in office administration?
What do you think makes a successful office administrator?
How would you manage multiple projects and deadlines?
Describe your experience with customer service and client relations.
How do you handle difficult situations or people?
What computer programs and software are you familiar with?
Tell me about a time when you had to work in a fast-paced environment.
What strategies do you use to stay organized?
Explain how you would handle scheduling meetings and appointments.
What do you think sets you apart from other administrative secretaries?

Common Tools in Industry

Spreadsheet software. Allows users to create, edit and save spreadsheets (e. g. Microsoft Excel).
Word processing software. Allows users to create, edit and save documents (e. g. Microsoft Word).
Calendar software. Allows users to create and manage digital calendars (e. g. Google Calendar).
Project management software. Allows users to manage tasks, assign resources and track progress (e. g. Asana).
Database software. Allows users to store, organize and analyze data (e. g. Microsoft Access).
Email software. Allows users to send and receive messages electronically (e. g. Gmail).
Presentation software. Allows users to create, edit and share presentations (e. g. PowerPoint).
Customer relationship management software. Allows users to track leads and sales (e. g. Salesforce).
Accounting software. Allows users to manage finances and generate reports (e. g. QuickBooks).
Task management software. Allows users to create, assign and track tasks (e. g. Trello).

Professional Organizations to Know

American Society of Administrative Professionals (ASAP)
International Association of Administrative Professionals (IAAP)
National Association of Legal Secretaries (NALS)
National Association of Women Executives (NAWE)
Society for Human Resource Management (SHRM)
International Association of Business Communicators (IABC)
National Notary Association (NNA)
Association of Administrative Professionals (AAP)
International Association of Professional Office Managers (IAPOM)
Institute of Certified Professional Managers (ICPM)

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

Common Important Terms

Office Manager. A professional responsible for the day-to-day operations of an office, including administrative tasks, personnel management, and scheduling.
Receptionist. An individual who answers the phone and greets customers, visitors, and clients in an office.
Executive Assistant. A professional who provides administrative support to an executive or senior-level manager.
Administrative Services Coordinator. A professional who is responsible for coordinating and providing administrative support services to other staff members within an organization.
Legal Secretary. An individual who provides support to attorneys in the form of clerical and administrative tasks such as filing documents with the court and preparing legal documents.
Office Clerk. An individual who assists with general office duties such as filing, data entry, and customer service.
Data Entry Clerk. An individual who is responsible for entering data into a computer system or database.
Office Administrator. A professional responsible for managing administrative tasks associated with an office, such as payroll and human resources.

Frequently Asked Questions

What qualifications are required to be an Office Administrative Secretary?

Generally, a high school diploma or equivalent is required for entry-level positions as an Office Administrative Secretary. However, some employers may prefer applicants with additional education in business or office administration.

What duties are associated with being an Office Administrative Secretary?

Duties of an Office Administrative Secretary may include answering telephones, greeting visitors, maintaining filing systems, preparing correspondence and documents, scheduling appointments, and ordering supplies.

What type of skills does an Office Administrative Secretary need to have?

Office Administrative Secretaries should possess strong organizational and communication skills, as well as proficiency with computers and other office equipment. They should also have knowledge of office procedures and the ability to multitask and prioritize effectively.