The first person you see before meeting a high-level employee at an office is usually their secretary, who handles scheduling and greets visitors before they meet the supervisor. Behind the scenes, an administrative assistant also handles communication and expenses for their superiors, scheduling their travel and ensuring they are compensated for the cost.
How to Become a Successful Administrative Secretary?
There are no official requirements to become an administrative secretary, but experience in the field is very valuable to employers, along with a degree in communications or a certificate from a training course in secretary work, all of which will give you the basic skills you need to succeed.
After a brief training period you will begin working under supervision, and what kind of work you will be doing depends a lot on what your supervisor needs done. Handling their calls, scheduling their meetings, drafting up emails, and greeting visitors will be just some of the tasks you can expect to perform.
Being polite and having excellent people skills in every media will be your greatest asset. Whether it’s over the phone or in an email, you want to be professional and polite to everyone you work with, even if they aren’t quite happy themselves. This will make you easier to work with as well.
Being flexible and thinking fast is also a good skill to have, as your supervisor may run into travel conflicts or cancellations and need your assistance to get where they need to be. Clever thinking can save the day and get them moving again, and make your boss quite grateful to you going forward.
The Best Administrative Secretary Resume Samples
These are some examples of job descriptions we have handpicked from real Administrative Secretary resumes for your reference.
- Planned agency events and coordinated conference room reservations.
- Served as a liaison with other departments and divisions in the resolution of day-to-day administrative and operational issues.
- Scheduled employee interviews and maintained information spreadsheets.
- Compiled and submitted monthly financial reports and documents to the Auditor’s Office.
- Answer phone calls that come through on switchboard system, check voicemail, direct and screen calls as necessary.
- Assist families and juvenile’s when they come in for appointments and reporting to Juvenile Probation Officers.
- Prepare Deferred Prosecution Agreement orders for probation officers and set up folders for Court Ordered Probation.
- Prepared and organized paperwork and other materials as needed for meetings, office scheduling and event calendars.
- Composed, edited, and distributed tenant newsletters and managed routine correspondence.
- Greeted and welcomed appointed guests and assisted in meeting coordination.
- Performed various administrative duties such as operating phone systems, faxing, copying, printing, scanning, and mailing.
- Responsibilities includes, scanning, retrieving, filing and entering information into the electronic patient medical record.
- Responsible for inventory of medications, ordering medication, validating expiration dates of medication and maintaining adequate supply of medications.
- Maintain training, education and licensure of staff members.
- Coordinate monthly expense reporting and invoices; reconcile credit card accounts.
- Enter data into customized database using Access to record invoice and expense payment status.
- Assist in budget preparation and analyzes previous year’s budget expenditures.
- Assess and improve processes and department procedures to reduce inefficiencies, expenses, and improve workflow.
- Modernize manual procedures to digital or web-based processes saving the Firm $3,000 annually on resources and past due payment fees.
- Coordinate Directors’ work schedule; provide detailed information to Veterans seeking college information.
- Coordinate meeting as requested by Director and provided insight of up-coming meetings.
- Keep department in an organized working environment by keeping track of office inventory.
- Respond to background inquires by gathering, reviewing and mailing necessary information.
- Prepare letters, memos, and other written communication, as directed by director.
- Anticipate supervisor’s commitments and make arrangements necessary to meet commitments, subject to approval by director.
- Schedule and confirm patient diagnostic appointments, surgeries and medical consultations.
- Compile and record medical charts, reports, and correspondence, using typewriter or personal computer.
- Receive and route messages and documents such as laboratory results to appropriate staff.
- Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
- Interview patients in order to complete documents, case histories, and forms such as intake and insurance forms.
- Managed wide variety of customer service and administrative tasks to resolve customer issues quickly and efficiently.
- Managed and maintained areas of administrative work including data entry, receptionist duties, file organization, and staff leaves and absences.
- Implemented reading program to increase student fluency and support school reading programs.
- Assumed the responsibilities of the Office Manager ensuring there were no gaps in business processes and to function in this adjunct role to promote departmental cohesion.
- Served as communication hub ensuring smooth and efficient office operations.
- Established administrative best practices and protocols to promote efficiency.
- Supervised 3 work study interns approving time sheets, scheduling office hours based on department needs and ensuring proper task dissemination and completion.
- Provided support for a staff of 17-20 professors and 100 students; assisted students with orientation and reimbursement processes and facilitated monthly staff meetings to address department needs.
- Cohesively working with the Administrative team providing them secretarial support by analyzing and strategizing to improve efficiency.
- Responsible for creating academic schedules, disciplinary records, and reconciliation reports, as well as responsible for scheduling, coordinating, and preparing for special events.
- Data entry for student registration, preparation of student reports, forms and publications for school and Administrators.
- Managed the Cardiopulmonary Department, including greeting visitors and responding to telephone and person requests for information.
- Designed electronic file systems and maintained electronic and paper files.
- Maintained the front desk and reception area in a neat and organized fashion.