How to become a Secretaries and Administrative Assistant

A secretary who is also known as an administrative assistant is responsible for a variety of duties including administrative, clerical work, planning, and other organizational duties. Their duties vary as per the industry and the range of work, however, they come under the umbrella of communicating through emails, answering the phone calls, working on filing systems, scheduling appointments, arranging staff meetings, preparing reports and memos on various agendas, recruiting and supervising new employees and interns, updating event calendars and coordinating with the inter-office communications on a routine basis. Apart from that, administrative assistants at times also work in the specialized areas of legal and healthcare support to their employers.

• Answer calls, greet and provide information to visitors and callers, manage inquiries, take messages, and transfer calls or direct visitors to relevant personnel
• Set-up and manage database information on paper or electronic filing systems to record, update, and maintain paperwork, documents, attendance, etc. and coordinate internal or external information flow
• Operate and make repair arrangements for fax machines, copiers, computers, phone systems, etc.
• Schedule and confirm appointments and maintain event calendars and planners
• Draft and prepare memos, invoices, reports, presentations, meeting notes, etc.
• Check and answer incoming and outgoing emails, letters, and faxes
• Review, edit, proof-read and revise documents for accuracy
• Organize conference or event resources like brochures or invitations
• Plan meetings or other special events
• Maintain company website
• Book flights, hotel rooms, and make other reservations
• Negotiate with vendors, and monitor, order, and maintain office supplies
• Research on internet and read literature on required material
• Perform basic accounting and payroll duties
• Train, observe, assist, assign duties, and supervise other clerical staff
• Make copies of printed material
• Collect and deposit money, and make payments.

Secretaries and administrative assistants must be courteous, polite, approachable, presentable, attentive, and need good listening skills when dealing with critical needs of employer. They must have critical thinking ability and good problem solving skills to resolve conflicts and provide solutions to clients through sound reasoning and judgment.

They also need to have good communication and interpersonal skills to explain information to colleagues and visitors. Research and fact-finding skills are a must, and they need the poise and temperament to deal with high-stress conditions, urgency, and long hours.

Great organizational, multi-tasking, and negotiation skills are extremely important for those looking to become a Secretary. They need to be calm, tactful, discreet, and reliable in working things out in a timely manner. Self-motivated, ability to think independently, responsible and are extremely driven are the qualities an employer is looking for in an administrative assistant.

Since the work includes practicality, it requires precision, and eye for detail, accuracy, and careful data monitoring. They must be able to manage time and prioritize tasks effectively while maintaining the quality of work.

They also need to be self-motivated, persistent, determined, adaptable, flexible, and open to change to work with the employer, rather than impose their own ideas. They usually work in or lead teams and must be able to motivate and direct other team members, thus, interpersonal, team and project management, team player, and leadership skills are necessary.

They should be able to absorb details quickly, process information rapidly, and think quickly. They should be interested in networking and marketing. They should possess strong work ethic and integrity as they are trusted to manage and keep highly sensitive information confidential and private.

Lastly, one also needs to have basic computer literacy in order to use Microsoft Office and other software programmes.

Salary for Secretaries and Administrative Assistants in India:

• Minimum Monthly Salary: For entry-level Secretaries and Administrative Assistants or those with limited experience, the monthly salary might be around INR 15,000 to INR 25,000.
• Maximum Monthly Salary: Highly experienced and senior-level Secretaries and Administrative Assistants, especially those working for large corporations or with specialized skills, may earn a maximum monthly salary ranging from INR 50,000 to INR 1 lakh or more.
• Annual Salary: The annual salary for entry-level Secretaries and Administrative Assistants could be approximately INR 1.8 lakhs to INR 3 lakhs per year. Experienced and successful Secretaries and Administrative Assistants may earn a maximum annual salary ranging from INR 6 lakhs to INR 12 lakhs or more.
• Highest-Paying Jobs and Scope: The highest-paying jobs for Secretaries and Administrative Assistants in India typically involve large corporations, multinational companies, and high-profile executives who require experienced and skilled administrative support. Secretaries and Administrative Assistants working for top-level executives or in specialized industries, such as legal, finance, or technology, can command higher salaries and benefits. The career scope for Secretaries and Administrative Assistants in India is promising, as every industry requires administrative support to manage day-to-day operations and assist executives and teams. There is a continuous demand for qualified and experienced Secretaries and Administrative Assistants who possess strong organizational and communication skills to ensure the efficient functioning of offices and support the smooth workflow of businesses.

Secretaries and Administrative Assistants are in demand across various industries as they are crucial in ensuring the smooth functioning of offices and providing support to executives and teams. Here are some industries that offer opportunities for Secretaries and Administrative Assistants:

• Corporate Sector: In large corporations and businesses, administrative assistants support executives and help manage day-to-day operations.
• Government: Government offices and agencies require administrative assistants to handle administrative tasks, schedule appointments, and manage office operations.
• Education: Schools, colleges, and universities employ administrative assistants to assist with student services, academic administration, and office management.
• Healthcare: Hospitals, medical clinics, and healthcare facilities need administrative assistants to handle patient records, appointment scheduling, and general administrative tasks.
• Legal Firms: Law offices require administrative assistants to assist lawyers with legal research, document preparation, and client communication.
• Non-profit Organizations: Non-profits often need administrative assistants to manage office operations and support the organization's projects and programs.
• Event Management: Event management companies hire administrative assistants for event planning, logistics, and coordination.
• Hospitality: Hotels and resorts may employ administrative assistants to manage guest services, handle reservations, and provide general administrative support. Real estate agencies often require administrative assistants to manage property listings, handle paperwork, and assist with client communications.
• Finance and Banking: Financial institutions may hire administrative assistants to support financial advisors, handle client inquiries, and manage administrative tasks.
• Consulting: Consulting firms may employ administrative assistants to support consultants with research, document preparation, and client communications.
• Technology: Tech companies may require administrative assistants to manage office operations, handle administrative tasks, and support the team.