Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets, manage databases, and prepare presentations, reports, and documents

Duties

Secretaries and administrative assistants typically do the following:

1. Answer telephones and take messages or transfer calls
2. Schedule appointments and update event calendars
3. Arrange staff meetings
4. Handle incoming and outgoing mail and faxes
5. Draft routine memos, billing, or other reports
6. Edit company correspondence and ensure document accuracy
7. Maintain databases and filing systems, whether electronic or paper
8. Perform basic bookkeeping

Important skills

1. Integrity. Secretaries may have access to sensitive or private information that they must keep confidential. For example, medical secretaries collect patient data that are required, by law, to be kept confidential. They should be trusted to handle this information in order to protect patient privacy.

2. Interpersonal skills. Secretaries and administrative assistants often interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

3. Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

4. Writing skills. Secretaries and administrative assistants often write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

Key knowledge areas

1. Office practice

2. Computer skills

3. English