Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

On the job, you would:

Create, maintain, and enter information into databases.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

Important Qualities

Decision-making skills. Secretaries and administrative assistants often prioritize tasks and make decisions on their employers’ behalf, so good judgment is essential.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently.

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

Personality

A3	Your Strengths	Importance	Characteristics of this Career
		90%	Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
		88%	Integrity - Job requires being honest and ethical.
		86%	Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
		84%	Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
		81%	Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
		78%	Self-Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
		76%	Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
		75%	Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high-stress situations.
		74%	Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
		73%	Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
		72%	Initiative - Job requires a willingness to take on responsibilities and challenges.
		68%	Social Orientation - Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
		68%	Persistence - Job requires persistence in the face of obstacles.
		61%	Analytical Thinking - Job requires analyzing information and using logic to address work-related issues and problems.
		59%	Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
		59%	Leadership - Job requires a willingness to lead, take charge, and offer opinions and direction.

A3	Your Strengths	Importance	Strengths
		100%	Conventional - Work involves following procedures and regulations to organize information or data, typically in a business setting. Conventional occupations are often associated with office work, accounting, mathematics/statistics, information technology, finance, or human resources.
		67%	Enterprising - Work involves managing, negotiating, marketing, or selling, typically in a business setting, or leading or advising people in political and legal situations. Enterprising occupations are often associated with business initiatives, sales, marketing/advertising, finance, management/administration, professional advising, public speaking, politics, or law.

A3	Your Strengths	Importance	Values of the Work Environment
		67%	Support - Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
		61%	Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.

Aptitude

A3	Your Strengths	Importance	Abilities \| Cognitive, Physical, Personality
		75%	Written Comprehension - The ability to read and understand information and ideas presented in writing.
		75%	Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
		75%	Written Expression - The ability to communicate information and ideas in writing so others will understand.
		75%	Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
		72%	Near Vision - The ability to see details at close range (within a few feet of the observer).
		69%	Speech Clarity - The ability to speak clearly so others can understand you.
		69%	Speech Recognition - The ability to identify and understand the speech of another person.
		66%	Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
		53%	Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.

A3	Your Strengths	Importance	Skills \| Cognitive, Physical, Personality
		55%	Reading Comprehension - Understanding written sentences and paragraphs in work-related documents.
		54%	Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
		52%	Speaking - Talking to others to convey information effectively.
		52%	Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Job Details

Responsibilities

Operate computers or computerized equipment.

Enter information into databases or software programs.

Select resources needed to accomplish tasks.

Record personnel information.

Operate office equipment.

Report maintenance or equipment problems to appropriate personnel.

Record information from meetings or other formal proceedings.

Issue documentation or identification to customers or employees.

Distribute materials to employees or customers.

Execute sales or other financial transactions.

Collect deposits, payments or fees.

Coordinate operational activities.

Develop computer or online applications.

Train personnel.

Prepare informational or reference materials.

Answer telephones to direct calls or provide information.

Discuss account status or activity with customers or patrons.

Refer customers to appropriate personnel.

Greet customers, patrons, or visitors.

Compile data or documentation.

Route mail to correct destinations.

Distribute incoming mail.

Prepare documentation for contracts, transactions, or regulatory compliance.

Operate office equipment.

Proofread documents, records, or other files to ensure accuracy.

Maintain current knowledge related to work activities.

Schedule appointments.

Manage clerical or administrative activities.

Send information, materials or documentation.

Distribute materials to employees or customers.

Order materials, supplies, or equipment.

Search files, databases or reference materials to obtain needed information.

Order materials, supplies, or equipment.

Execute sales or other financial transactions.

Send information, materials or documentation.

Develop organizational policies or programs.

Prepare employee work schedules.

Transcribe spoken or written information.

Schedule operational activities.

Make travel, accommodations, or entertainment arrangements for others.

Operate communications equipment or systems.

Supervise clerical or administrative personnel.

A3	Your Strengths	Importance	Attributes & Percentage of Time Spent
		98%	Telephone - How often do you have telephone conversations in this job?
		97%	Contact With Others - How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
		94%	Electronic Mail - How often do you use electronic mail in this job?
		91%	Face-to-Face Discussions - How often do you have to have face-to-face discussions with individuals or teams in this job?
		90%	Work With Work Group or Team - How important is it to work with others in a group or team in this job?
		89%	Spend Time Sitting - How much does this job require sitting?
		83%	Importance of Repeating Same Tasks - How important is repeating the same physical activities (e.g., key entry) or mental activities (e.g., checking entries in a ledger) over and over, without stopping, to performing this job?
		82%	Structured versus Unstructured Work - To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
		81%	Letters and Memos - How often does the job require written letters and memos?
		81%	Importance of Being Exact or Accurate - How important is being very exact or highly accurate in performing this job?
		77%	Time Pressure - How often does this job require the worker to meet strict deadlines?
		75%	Indoors, Environmentally Controlled - How often does this job require working indoors in environmentally controlled conditions?
		75%	Deal With External Customers - How important is it to work with external customers or the public in this job?
		70%	Freedom to Make Decisions - How much decision making freedom, without supervision, does the job offer?
		67%	Coordinate or Lead Others - How important is it to coordinate or lead others in accomplishing work activities in this job?
		65%	Impact of Decisions on Co-workers or Company Results - What results do your decisions usually have on other people or the image or reputation or financial resources of your employer?
		62%	Frequency of Decision Making - How frequently is the worker required to make decisions that affect other people, the financial resources, and/or the image and reputation of the organization?
		59%	Deal With Unpleasant or Angry People - How frequently does the worker have to deal with unpleasant, angry, or discourteous individuals as part of the job requirements?

A3	Your Strengths	Importance	Tasks & Values
		85%	Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
		79%	Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
		79%	Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
		76%	Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
		69%	Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
		69%	Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
		65%	Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
		62%	Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
		62%	Communicating with People Outside the Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
		61%	Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
		61%	Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
		56%	Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
		55%	Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
		54%	Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
		53%	Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
		53%	Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.

What Secretaries and Administrative Assistants Do

Secretaries and administrative assistants maintain databases and filing systems.

Secretaries and administrative assistants do routine clerical and organizational tasks. They arrange files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

Answer telephones and take messages or transfer calls
Schedule appointments and update event calendars
Arrange staff meetings
Handle incoming and outgoing mail and faxes
Prepare memos, invoices, or reports
Edit documents
Maintain databases and filing systems
Perform basic bookkeeping

Secretaries and administrative assistants help an organization run efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing and other office equipment. Specific job duties vary by experience, job title, and specialty.

The following are examples of types of secretaries and administrative assistants:

Executive secretaries and executive administrative assistants provide high-level support for an office and for top executives of an organization. They often handle complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries and administrative assistants must have knowledge of legal terminology and procedures. They prepare summonses, complaints, motions, subpoenas, and other legal documents under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries and administrative assistants transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries and administrative assistants need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive form the largest subcategory of secretaries and administrative assistants. They handle administrative activities for offices in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of student records.

Work Environment

Secretaries and administrative assistants held about 3.4 million jobs in 2022. Employment in the detailed occupations that make up secretaries and administrative assistants was distributed as follows:

Secretaries and administrative assistants, except legal, medical, and executive	2,030,200
Medical secretaries and administrative assistants	696,600
Executive secretaries and executive administrative assistants	511,100
Legal secretaries and administrative assistants	161,400

The largest employers of secretaries and administrative assistants were as follows:

Healthcare and social assistance	26%
Educational services; state, local, and private	15
Professional, scientific, and technical services	12
Government	8
Religious, grantmaking, civic, professional, and similar organizations	5

Secretaries and administrative assistants work in nearly every industry.

Most secretaries and administrative assistants work in offices. Some administrative assistants work out of their own homes as virtual assistants.

Work Schedules

Most secretaries and administrative assistants work full time.

Getting Started

Education:

50%

High School Diploma - or the equivalent (for example, GED)

22%

Associate's Degree (or other 2-year degree)

How to Become a Secretary or Administrative Assistant

Secretaries and administrative assistants may seek training in word processing, spreadsheet, and database software.

High school graduates who are comfortable using word processing and spreadsheet programs typically qualify for entry-level positions. Although workers typically learn their duties over several weeks on the job, legal and medical secretaries and administrative assistants may need additional training to learn industry-specific terminology. Executive secretaries and executive administrative assistants typically need several years of related work experience.

Education

Some community colleges and technical schools offer courses or programs in a variety of secretarial and administrative assistance fields. For example, courses or programs in office procedures focus on working in a business setting; those in industry-specific terminology and practices prepare students for jobs as medical and legal secretaries. Temporary placement agencies also may provide training in word processing, spreadsheet, and database software.

A bachelor's degree typically is not required to become a secretary or administrative assistant. However, some of these workers have a degree in a field such as business, education, or communications. Employers may prefer to hire candidates for executive secretary and executive administrative assistant positions who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through on-the-job training that lasts a few weeks. During this time, they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries and administrative assistants may train for several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries and executive administrative assistants typically need several years of work experience in other administrative positions, such as secretaries and general office clerks.

Job Outlook

Overall employment of secretaries and administrative assistants is projected to decline 10 percent from 2022 to 2032.

Despite declining employment, about 316,000 openings for secretaries and administrative assistants are projected each year, on average, over the decade. All of those openings are expected to result from the need to replace workers who transfer to other occupations or exit the labor force, such as to retire.

Employment

Projected employment of secretaries and administrative assistants varies by occupation (see table).

Employment growth is projected for medical secretaries, primarily due to the growth of the healthcare industry. For example, baby boomers will require more medical services as they age. Medical secretaries will be needed to handle administrative tasks related to billing and insurance processing of Medicare and other claims.

Employment is projected to decline for other secretaries and administrative assistants. Technology enables staff in many organizations to prepare their own documents without the help of secretaries. Additionally, many executive secretaries and executive administrative assistants support more than one manager in an organization, and many managers now do tasks that were previously done by these workers.

Contacts for More Information

For more information about careers in secretarial and administrative work, visit

American Society of Administrative Professionals

The Association of Executive and Administrative Professionals

Executive Support Magazine

International Association of Administrative Professionals

For more information about legal secretaries and administrative assistants, visit

NALS

For more information about virtual assistants, visit

International Virtual Assistants Association

Occupational Requirements Survey

For a profile highlighting selected BLS data on occupational requirements, see

Executive secretaries and executive administrative assistants (PDF)

Medical secretaries and administrative assistants (PDF)

Secretaries and administrative assistants (except legal, medical, and executive) (PDF)

Similar Occupations

This table shows a list of occupations with job duties that are similar to those of secretaries and administrative assistants.

Occupation	Job Duties	Entry-Level Education	Median Annual Pay, May 2022
Bookkeeping, Accounting, and Auditing Clerks	Bookkeeping, accounting, and auditing clerks produce financial records for organizations and check financial records for accuracy.	Some college, no degree	$45,860
Court Reporters and Simultaneous Captioners	Court reporters create word-for-word transcriptions at trials, depositions, and other legal proceedings. Simultaneous captioners provide similar transcriptions for television or for presentations in other settings, such as press conferences and business meetings, for people who are deaf or hard of hearing.	Postsecondary nondegree award	$63,560
General Office Clerks	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	High school diploma or equivalent	$38,040
Information Clerks	Information clerks perform routine clerical duties, maintain records, collect data, and provide information to customers.	See How to Become One	$38,710
Medical Records Specialists	Medical records specialists compile, process, and maintain patient files.	Postsecondary nondegree award	$47,180
Medical Transcriptionists	Medical transcriptionists use electronic devices to convert voice recordings from physicians and other healthcare workers into formal reports.	Postsecondary nondegree award	$34,730
Paralegals and Legal Assistants	Paralegals and legal assistants perform a variety of tasks to support lawyers.	Associate's degree	$59,200
Receptionists	Receptionists do tasks such as answering phones, receiving visitors, and providing information about their organization to the public.	High school diploma or equivalent	$33,960
Financial Clerks	Financial clerks do administrative work, help customers, and carry out transactions that involve money.	High school diploma or equivalent	$45,570
Travel Agents	Travel agents sell transportation, lodging, and entertainment activities to individuals and groups planning trips.	High school diploma or equivalent	$46,400

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Secretary or Administrative Assistant

What they do: