Assistant Secretary Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an assistant secretary. You can use our job description template in this article to produce your own. We also provide you with information about the salary you can earn as an assistant secretary.
Who is an Assistant Secretary?
Assistant secretaries are administrative assistants to senior officials in public administrations, companies, and other organizations. They assist in a wide range of administrative activities, such as planning meetings, taking notes during meetings, organizing travel plans, dealing with correspondence, etc.
Assistant secretaries often have great responsibilities. They are expected to take initiative and decisions without being constantly supervised by higher authorities. This makes them important members of their organization, who must be able to think independently and solve problems quickly.
Assistant secretaries use telecommunications systems to check or transfer calls, respond to callers’ requests, and relay messages. These individuals also perform a wide variety of office tasks. They may also create spreadsheets, manage databases, write reports and negotiate contracts with suppliers. The roles of assistant secretaries may vary depending on the sector in which they work.
Assistant Secretary Job Description
Below are the assistant secretary job description examples you can use to develop your resume or write a job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
Assistant secretaries have a wide range of duties and responsibilities which can include the following:
- Coordinating with other departments to ensure that company policies are effectively implemented.
- Managing the department’s staff, including interviewing candidates for new positions and monitoring the performance of existing staff.
- Reviewing reports from other departments in the organization to ensure that they are accurate and complete.
- Managing departmental budgets and working with accounting staff to ensure that financial records are accurate and up to date.
- Maintaining the public image of the organization by interacting with the media, community leaders, and other groups interested in the work of the organization.
- Studying emerging trends in the organization’s field to identify potential opportunities and risks.
- Managing the organization’s human resources by hiring and firing staff, making personnel decisions, and developing training programs for staff.
- Preparing reports on the organization’s activities and operations for internal and external stakeholders.
- Preparing and reviewing contracts, tenders, proposals, or other legal documents to ensure that they comply with the organization’s policies and procedures.
Qualifications
Some of the qualifications that are usually required to work as an assistant secretary include the following:
Education
Most assistant secretaries have at least a bachelor’s degree. Some employers prefer to hire assistant secretaries with a bachelor’s degree in business administration or a related field. These degrees include courses in business communication, business law, business management, and accounting.
Training and experience
Assistant secretaries usually receive on-the-job training from their managers. This training may include learning how to use the company’s computer systems, filing systems, and other office procedures.
Certifications and licenses
Employers do not usually require candidates to have a specific certification, but licenses and certifications can make you a more competitive candidate. Even if a certification is not required, you may decide to seek one to make you a more qualified candidate.
Essential Skills
- Attention to detail
Attention to detail is a skill that can help you perform well in your job. As an assistant secretary, you may be responsible for reviewing and approving documents such as contracts or legal agreements. If you can read these documents thoroughly and understand the details of each agreement, you can make sure that the organization’s actions comply with the law.
- Filing
Assistant secretaries often perform clerical tasks, such as filing documents. Filing is a skill that can help you in your job as an assistant secretary, as it involves organizing and storing information in the right place.
With this skill, you will be able to create or update files for your line manager, deal with customer correspondence and keep records of company transactions.
- Problem Solving Skills
Problem-solving is the ability to identify and solve problems. Assistant secretaries often use their problem-solving skills when faced with challenges in their work. An example is the resolution of conflicts between colleagues or finding solutions to technical problems. You can develop your problem-solving skills by taking courses to learn how to deal with challenges in the workplace and by practicing active listening. This can help you to understand other people’s points of view and find effective solutions.
- Customer service
Customer service skills are very important for assistant secretaries who interact daily with different customers. As they may be the first point of contact for customers, it is important that they can provide excellent service. Greeting people, and responding to their needs and questions is part of customer service. It also involves providing information about products or services and making recommendations about what is best for a customer.
- Data entry
Assistant secretaries often perform data entry tasks, i.e. entering information into a computer system. This may involve entering text and figures into spreadsheets or databases, transferring employee data into HR software, or updating files with new information. Assistant secretaries must be able to type at least 40 words per minute to meet the speed requirements of the job.
- Office Administration
Assistant secretaries often perform clerical tasks, such as updating files and documents. They may also be responsible for planning meetings, taking notes during meetings, and transcribing recordings of conversations. Assistant secretaries need excellent organizational skills to be able to keep track of all the information they process. They must also be able to type accurately and quickly to be able to take accurate minutes of meetings and perform other tasks efficiently.
- Scheduling and appointment planning
Assistant secretaries often plan meetings, conferences, and other events for their superiors. They also manage the calendars of senior managers and other senior staff to ensure that everyone is aware of important dates and deadlines. They also use appointment scheduling software to create and update calendars and schedules. They may also be responsible for setting meeting agendas and preparing conference rooms for meetings.
- Planning and coordination
These staff often use their planning and coordination skills to ensure that their tasks are completed on time. They may also make use of these skills to plan meetings, events, or other activities for the department in which they work. Assistant secretaries with strong planning and coordination skills can contribute to the smooth running of the company by ensuring that all tasks are assigned to the right people at the right time.
- Communication
Communication is a necessary skill for assistant secretaries, as they often communicate with other employees and customers. Assistant secretaries must be able to communicate information clearly in emails, phone calls, or face-to-face meetings. They also need to listen carefully when others are speaking to understand what their colleagues are saying.
- Invoicing
Invoicing is the process of creating and sending an invoice to a client. Assistant secretaries often perform tasks related to invoicing, such as reviewing purchase orders, entering data into accounting software, and preparing correspondence to be sent out. Invoicing requires attention to detail and knowledge of the company’s invoicing and payment policies.
- Travel arrangements
Assistant secretaries often travel with their supervisors to attend meetings and conferences. They need to know how to organize their travel, including the booking of flights, arrangement of transport to the airport, and the accommodation search.
- Expense reports
Assistant secretaries often prepare expense reports for their superiors. This involves recording and calculating total expenses, and preparing a report explaining the details of each expense. Assistant secretaries may also review the expense reports of other employees to ensure that they are accurate and complete.
These professionals use this skill when traveling for a particular business meeting or at conferences. They can also help their supervisors keep track of company expenses by submitting periodic expense reports.
- Organization
Organization is a skill that can help you in your role as an assistant secretary. You may be responsible for managing the schedules of several people, so it is important to keep track of all your meetings and appointments. You also need to have a good system for keeping track of files and documents related to projects or initiatives your organization is working on.
- Document management
Document management is the ability to create, maintain and organize files. Assistant secretaries often use this skill when creating minutes of meetings or correspondence with other companies or individuals. They also use it to keep track of company information such as budgets, contracts, and employee records. This may include scanning documents into a computer system for easy access and storage.
- Flexibility
Flexibility is the ability to adapt to changing circumstances. Assistant secretaries often need flexibility because their working environment can change rapidly depending on the progress of a project and the other people involved.
How to Become an Assistant Secretary
The following are the steps to take to become an assistant secretary.
- Earn a bachelor’s degree in business administration or a related field.
The minimum educational requirement for most deputy secretary positions is a bachelor’s degree. Some employers may prefer candidates with a degree in business administration or a related field, such as marketing or finance.
While pursuing your bachelor’s degree, consider taking courses that can help you develop skills and knowledge relevant to an administrative role. For example, take courses in business communication, computer applications, economics, management, and organizational behavior. These courses can provide you with a solid foundation of knowledge that will be useful in any type of business environment.
- Gain experience working in an administrative role in a company.
Once you have finished your university education, you can start applying for entry-level administrative assistant positions in a professional environment. This role involves assisting managers and executives by managing their diaries, arranging meetings, checking correspondence, and helping to manage other tasks that keep the office running smoothly.
Working as an administrative assistant can help you gain experience in using computer applications, develop your organizational skills and learn how businesses work on a day-to-day basis. You may also have the opportunity to meet more experienced assistants or secretaries to learn about common job tasks and responsibilities.
- Develop strong interpersonal, communication, and organizational skills.
Good interpersonal and communication skills are essential for an assistant secretary, as you will be dealing with many people in your job. You must be able to communicate clearly and concisely, both verbally and in writing, when interacting with colleagues or clients.
You must also have strong organizational skills to keep up with all the tasks associated with your job. An assistant secretary often works on several projects at the same time, so it is important to prioritize tasks and manage your time wisely.
- Make sure you are proficient in the use of office software, such as Microsoft Office.
Most assistant secretary positions require candidates to be proficient in the use of office software, such as Microsoft Office. Candidates should have experience in creating and editing documents, spreadsheets, and presentations. They may also need to use email regularly to communicate with colleagues and clients.
Administrative assistant candidates who are not yet familiar with these programs can take online courses or tutorials to learn the basics of each application.
- Understand the principles of business management
The role of the assistant secretary is a business management position, so candidates need to have a solid understanding of business management principles. Candidates who are just starting their careers may benefit from taking courses in business administration or management to acquire this knowledge before applying for a job.
- Keep abreast of changes in the business world.
The business world is constantly changing and new developments can affect the responsibilities of an assistant secretary. To keep abreast of these changes, read industry news and keep yourself updated. You can also ask your current or previous employers for advice on how to progress your career as an assistant secretary.
- Join professional organizations such as the American Society of Administrative Assistants.
The American Society of Administrative Assistants (ASA) is a professional organization that provides training and networking opportunities for administrative assistants. ASA membership can help you find a job, learn about industry trends, and improve your skills through educational programs and resources. ASA also offers its members access to insurance and legal benefits.
The ASA has more than 10,000 members worldwide. To join the ASA, you must be at least 18 years old and have a high school diploma or equivalent. You must also pass a background check to be qualified.
Where to Work as an Assistant Secretary
There are many places where assistant secretaries can work. They can work in schools, offices, hospitals, and government agencies. They can also work in a variety of sectors, such as education, health, technology, and manufacturing companies.
The working environment of an assistant secretary is usually an office, although the job might require travelling at times to attend meetings or conferences. Working hours are usually regular, although some overtime may be required to meet deadlines.
Assistant Secretary Salary Scale
In the United States, salaries for assistant secretaries range from $19,926 to $51,520, with a median salary of $33,910.
