Career and School Info for Executive Secretaries and Administrative Assistants

Executive Secretary or Administrative Assistant Job Description

Career tips, salaries, and lists of schools.

An executive secretary (also called an administrative assistant) fills the demanding role of providing administrative support to organizational leaders in companies, government agencies, legal offices, schools and hospitals. Their responsibilities are more information management-oriented than clerical, and require a high degree of organization, detail management and professionalism. Required tasks often include:

• supervising other administrative staff
• planning and scheduling high-level meetings
• arranging travel, catering and agendas
• managing executive calendars
• screening and distributing important memos
• managing paper and electronic file systems
• researching via the Internet and other channels
• creating and setting up presentations
• answering phones and emails
• faxing, copying, scanning and transcribing
• solving minor software or computer problems
• publishing reports, memos, correspondence, newsletters, etc.
• gathering information from other departments and generating complex reports
• assisting in HR-related tasks such as policy writing
• attending meetings and recording minutes

Executive secretaries and administrative assistants primarily work for larger organizations in any industry. Some have additional training, specializing in legal or medical support.

Degrees and Schools

Many community colleges, vocational schools, state colleges and universities offer associates degrees in office administration.

Classes

Coursework in office administration usually combines classroom and lab practice. Areas of study often include:

• computer and software skills
• organization and filing systems
• researching and reporting
• operating office machines
• typing and dictation
• human resources and ethics

Online Classes and Programs

Online courses and degree programs in office administration are plentiful. When evaluating online programs, look for those that are part of an institution with accreditation from agencies approved by the Council for Higher Education Accreditation (CHEA) or United States Department of Education (USDE).

Employment Requirements

Most employers prefer to hire executive secretaries and administrative assistants who have a college degree, especially if it is in the field or industry in which they will be working. For additional career advantage, candidates can pursue certification through professional organizations such as the International Association of Administrative Professionals or for specific software applications such as Microsoft Office Specialist.

How to Evaluate Executive Secretary or Administrative Assistant Schools

Consider the following when comparing office administration degree programs:

• Career goals - Will the prospective student be specializing in particular field, such as technology, finance, legal or medical? Choosing schools that offer classes in these areas too will allow for convenient additional training.
• Class size and experiential learning - Are classes or labs crowded? Does the school have a well-developed internship and job placement assistance program? Are there plenty of interesting opportunities?
• Tuition and financial assistance - Does the school provide resources to help students take advantage of scholarships, loans and grants?
• Graduate success - How many students successfully complete the program each year? What is the program's track record for placing graduates in jobs?

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