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Snapshot

Snapshot

Career Cluster: Business Administration

Interests: Office management; managing people, projects, and schedules; information management technology; communication; meeting/event planning

Earnings (Yearly Median): $37,870

Employment & Outlook: Decline Expected


Profile

Profile

Working Conditions: Work Indoors

Physical Strength: Light Work

Education Needs: High School Diploma or GED, Technical/Community College

Licensure/Certification: Recommended

Physical Abilities Not Required: No Heavy Labor

Opportunities For Experience: Apprenticeship, Military Service, Part-Time Work

Holland Interest Score*: ESC

[1] * See Appendix A


Duties and Responsibilities

Duties and Responsibilities

  • Coordinating office services

  • Overseeing record-keeping and scheduling of executives

  • Reviewing budgets, personnel performance, and work schedules

  • Acting as a liaison between executives and other staff personnel


Relevant Skills and Abilities

Relevant Skills and Abilities

Communication Skills

  • Speaking effectively

  • Writing concisely

Interpersonal/Social Skills

  • Cooperating with others

  • Motivating others

  • Providing support to others

  • Working as a member of a team

Organization & Management Skills

  • Following instructions

  • Managing people/groups

  • Managing time

  • Organizing information or materials

Research & Planning Skills

  • Solving problems


Famous First

Famous First

The first business high school was the Washington Business High School in Washington, DC, which opened in 1890. The school's first principal, Allan Davis, held a law degree. The school functioned for some thirty years before it was finally closed.

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Careers in Business

Administrative Assistant

by Briana Nadeau

⇒ View PDF: View this Article as a PDF

Overview

Sphere of Work

An administrative assistant is an office professional who performs various clerical tasks to assist the executives, presidents, or owners of a corporate business or government agency with the smooth operation of the office. An administrative assistant is responsible for managing and completing a wide range of short- and long-term duties and projects, and frequently takes on executive responsibilities in the absence, or under the direction, of the executive.

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Work Environment

An administrative assistant generally works from an indoor office and takes all directions from his or her employer. An assistant usually works in a space that is near, or in some cases connected to, the workspace of the executive to whom he or she reports. Administrative assistants interact with other office personnel, other executives or company vice presidents, and external vendors. They must often assume office management responsibilities, frequently delegating tasks and projects to secretaries, interns, and other subordinates. They usually work a standard forty-hour week but may be expected to work longer hours, depending on the nature of the business.

Occupation Interest

Those interested in pursuing a career as an administrative assistant must be highly detail-oriented with the desire to complete any task, big or small, quickly and efficiently. An administrative assistant must have a passion for working with and managing people and must maintain a positive attitude. Because employers expect extremely efficient results from their office personnel, an administrative assistant should possess the desire to please and sometimes to exceed what would normally be expected of an office worker.

A Day in the Life—Duties and Responsibilities

An administrative assistant's typical workday consists of performing standard, high-level clerical tasks as needed, as well as completing additional errands and assignments as directed by the employer. Administrative assistants provide information management support to top company executives. These tasks may include organizing conference calls, arranging itineraries and travel plans, reviewing correspondence, and preparing the office for large meetings. They may also supervise other employees and provide training and orientation to new office personnel. Throughout the day, they manage all communications for their employers, including scheduling appointments, maintaining paper and electronic files, overseeing large projects, conducting research, and handling messages and mail services.

In addition to regular administrative tasks, administrative assistants often perform duties outside of the administrative sphere, such as running personal errands, meeting with external vendors, and conducting an employer's business in his or her absence. Some administrative assistants, like those who operate within a specialized field, may be required to learn and understand technical terminology and procedures used in that field.

Administrative assistants are sometimes expected to be on call for last minute or emergency projects outlined by their employers.

Work Environment

Physical Environment

Administrative assistants usually work in clean, comfortable, and well-maintained offices located in close proximity to that of their employer. Some administrative assistants have their own offices where they work alone, and some work in large, open spaces with many other office employees. Most administrative assistants work in corporate business offices, hospitals, schools, government agencies, law firms, or nonprofit organizations. A virtual administrative assistant works remotely, from a home or private office.

Human Environment

Administrative assistants interact with numerous people on a daily basis and must maintain a pleasant attitude. They may greet guests or customers, direct and supervise office employees and vendors, and interact with high-level executives.

Technological Environment

An administrative assistant commonly uses a computer equipped with standard office software, e-mail, and Internet applications, as well as any custom software the company may use. Administrative assistants also use transcription and dictation software, copy and fax machines, scanners, telephone systems, and audio recorders.

Education, Training, and Advancement

High School/Secondary

High school students interested in becoming administrative assistants should focus on subjects like business, communications, computers, technology, economics, and English. High school graduates who have some basic knowledge of office management can apply to become administrative assistants. Students can also take independent classes to learn the fundamentals of office management. They can also participate in a job shadowing project or mentorship program.

Suggested High School Subjects

  • Business

  • Business & Computer Technology

  • Business Data Processing

  • Business Law

  • College Preparatory

  • Composition

  • English

  • Mathematics

College/Postsecondary

Interested postsecondary students should complete a vocational education program that offers training in office skills or a one- or two-year program in office administration at a community college or vocational school. Administrative assistants in a specialized field, like law or medicine, must complete specialized training programs designed to familiarize new employees with the culture and language of the specialty.

A postsecondary degree is not formally required for administrative assistant positions; however, it has become increasingly helpful to have a college degree, as employers are looking for polished, knowledgeable individuals who are able to interact intelligently and effectively with top executives.

Postsecondary students are also encouraged to seek internships or part-time volunteer positions in local corporate offices to gain real-world experience and to further their knowledge of the trade.

Related College Majors

  • Administrative Assistant/Secretarial Science

  • Business Administration & Management

  • Executive Assistant/Secretary Training

  • General Office/Clerical & Typing Services

  • Office Supervision & Management

Adult Job Seekers

People applying for administrative assistant jobs through a temporary placement agency often receive training in computer and office skills through the agency. Other job seekers apply directly with a business or company, and some are hired after completing an internship or volunteer assignment. Most businesses offer administrative on-the-job training in new technologies and software. Continuing education classes also give administrative assistants the tools they need to stay abreast of changes in the industry.

Professional Certification and Licensure

Though administrative assistants are not required to receive formal certification or licensure, certification has become increasingly beneficial. An administrative assistant can become a Certified Administrative Professional (CAP) by meeting specific requirements and successfully completing an examination. Professional administrative organizations like the International Association of Administrative Professionals and the International Virtual Assistants Association offer testing and certification in office administration and management. Administrative assistants working in a specialized field like law or medicine may need to pass specific courses and tests in order to receive certification. Consult credible professional associations within the field and follow professional debate as to the relevancy and value of any certification program.

Additional Requirements

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A successful administrative assistant must pay impeccable attention to detail. Executives expect their administrative assistants to complete all daily tasks pleasantly, accurately, and in a timely fashion. Employers want to hire administrative assistants they can implicitly trust to assist them, so loyalty, good judgment, a friendly attitude, and the ability to multitask are extremely valuable traits in the office environment.

Fun Fact

In 1942, the National Secretaries Association was formed “to elevate the standards of the secretarial profession.” The group defined a secretary as “an executive assistant who possesses a mastery of office skills, who demonstrates the ability to assume responsibility without direct supervision, who exercises initiative and judgment, and who makes decisions within the scope of assigned authority.”

Source: http://library.temple.edu/scrc/national-secretaries

Earnings and Advancement

Swift advancement is possible for able and hard-working individuals. Though entry level positions in business are paid an hourly rate, administrative assistants are almost always salaried positions. Earnings depend on the size of the organization and the level of responsibility and experience.

Median annual earnings of administrative assistants were $37,870 in 2017. The lowest ten percent earned less than $23,650, and the highest ten percent earned more than $62,870.

Salaries in different parts of the country vary. Earnings are generally lowest in southern cities and highest in northern and western cities. In addition, salaries vary by industry; salaries tend to be highest in transportation, legal services, and public utilities, and lowest in retail trade, finance, insurance and real estate. Certification in this field is usually rewarded with a higher salary.

Administrative assistants may receive paid vacations, holidays, and sick days; life and health insurance; and retirement benefits. These are usually paid by the employer.

Metropolitan Areas with the Highest Employment Level in This Occupation (Executive Secretaries)

Metropolitan area Employment(1) Employment per thousand jobs Hourly mean wage New York-Jersey City-White Plains, NY-NJ 67,510 10.09 $35.07 Los Angeles-Long Beach-Glendale, CA 23,680 5.34 $33.13 Chicago-Naperville-Arlington Heights, IL 20,840 5.69 $27.74 Washington-Arlington-Alexandria, DC-VA-MD-WV 13,700 5.44 $33.81 Boston-Cambridge-Newton, MA 12,960 7.04 $31.20 Atlanta-Sandy Springs-Roswell, GA 11,670 4.45 $28.81 Nassau County-Suffolk County, NY 9,850 7.56 $33.33 Houston-The Woodlands-Sugar Land, TX 9,710 3.31 $29.91 Minneapolis-St. Paul-Bloomington, MN-WI 9,460 4.90 $27.97 San Francisco-Redwood City-South San Francisco, CA 8,860 7.94 $37.07

[1] (1)Source: Bureau of Labor Statistics.

Metropolitan Areas with the Highest Concentration of Jobs in this Occupation (Legal Secretaries)

Metropolitan area Employment (1) Employment per thousand jobs Hourly mean wage New York-Jersey City-White Plains, NY-NJ 13,050 1.95 $29.26 Los Angeles-Long Beach-Glendale, CA 10,290 2.32 $26.26 Chicago-Naperville-Arlington Heights, IL 7,360 2.01 $25.06 Washington-Arlington-Alexandria, DC-VA-MD-WV 5,440 2.16 $36.58 Dallas-Plano-Irving, TX 3,840 1.54 $24.46 Houston-The Woodlands-Sugar Land, TX 3,560 1.21 $21.87 Newark, NJ-PA 3,360 2.88 $23.38 Anaheim-Santa Ana-Irvine, CA 3,250 2.01 $24.58 Atlanta-Sandy Springs-Roswell, GA 2,960 1.13 $24.38 San Diego-Carlsbad, CA 2,930 2.04 $24.92

[2] (1) Source: Bureau of Labor Statistics

Metropolitan Areas with the Highest Concentration of Jobs in this Occupation (Medical Secretaries)

Metropolitan area Employment (1) Employment per thousand jobs Hourly mean wage Houston-The Woodlands-Sugar Land, TX 27,510 9.39 $16.87 Dallas-Plano-Irving, TX 20,580 8.26 $16.14 Los Angeles-Long Beach-Glendale, CA 19,310 4.36 $18.60 Boston-Cambridge-Newton, MA 14,300 7.77 $21.48 New York-Jersey City-White Plains, NY-NJ 10,260 1.53 $21.02 Atlanta-Sandy Springs-Roswell, GA 9,950 3.80 $16.56 Fort Worth-Arlington, TX 9,000 9.06 $16.69 Phoenix-Mesa-Scottsdale, AZ 8,980 4.53 $17.44 St. Louis, MO-IL 8,500 6.26 $16.48 San Antonio-New Braunfels, TX 8,390 8.36 $15.75

[3] (1) Source: Bureau of Labor Statistics

Metropolitan Areas with the Highest Concentration of Jobs in this Occupation (Secretaries, All Other)

Metropolitan area Employment (1) Employment per thousand jobs Hourly mean wage New York-Jersey City-White Plains, NY-NJ 126,900 18.96 $20.14 Los Angeles-Long Beach-Glendale, CA 68,690 15.50 $20.03 Houston-The Woodlands-Sugar Land, TX 43,120 14.72 $18.10 Chicago-Naperville-Arlington Heights, IL 42,560 11.62 $18.71 Washington-Arlington-Alexandria, DC-VA-MD-WV 36,920 14.65 $21.77 Atlanta-Sandy Springs-Roswell, GA 36,810 14.05 $17.61 Dallas-Plano-Irving, TX 33,800 13.56 $18.51 St. Louis, MO-IL 31,550 23.26 $17.38 Phoenix-Mesa-Scottsdale, AZ 30,630 15.47 $17.56 Baltimore-Columbia-Towson, MD 30,330 22.30 $19.34

[4] (1)Source: Bureau of Labor Statistics

Employment and Outlook

Administrative assistants and secretaries held about 4 million jobs in 2016. Employment of administrative assistants is expected to decline through the year 2026, which means employment is projected to decrease 5 percent.

Employment Trend, Projected 2016–26

Administrative Assistants and Secretaries: -5%

Total, All Occupations: 7%

Office and Administrative Support Occupations: 7%

Note: “All Occupations” includes all occupations in the U.S. Economy. Source: U.S. Bureau of Labor Statistics, Employment Projections Program.

Related Occupations

  • Administrative Support Supervisor

  • Customer Service Representative

  • Executive Secretary

  • General Office Clerk

  • Legal Secretary

  • Medical Assistant

  • Secretary

Related Military Occupations

  • Administrative Support Specialist

  • Finance & Accounting Specialist

  • Legal Specialist & Court Reporter

  • Management Analyst

  • Personnel Specialist

  • Postal Specialist

  • Religious Program Specialist

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Selected Schools

Many technical and community colleges offer programs in business administration and/or secretarial science. Interested students are advised to consult with their school guidance counselor or to research area postsecondary schools and training programs.

More Information

American Society of Administrative Professionals

121 Free Street

Portland, ME 04101

888.960.2727

www.asaporg.com

Association of Executive and Administrative Professionals

900 S. Washington Street, Suite G-13

Falls Church, VA 22046

703.237.8616

www.theaeap.com

International Association of Administrative Professionals

P.O. Box 20404

Kansas City, MO 64195-0404

816.891.6600

www.iaap-hq.org

International Virtual Assistants Association

375 N. Stephanie Street, Suite 1411

Henderson, NV 89014

877.440.2750

www.ivaa.org

Office and Professional Employees International Union

80 8th Avenue, Suite 610

New York, NY 10011

800.346.7348

www.opeiu.org

Citation Types

Type
Format
MLA 9th
Nadeau, Briana. "Administrative Assistant." Careers in Business, edited by Michael Shally-Jensen, Salem Press, 2015. Salem Online, online.salempress.com/articleDetails.do?articleName=CIB_0006.
APA 7th
Nadeau, B. (2015). Administrative Assistant. In M. Shally-Jensen (Ed.), Careers in Business. Salem Press. online.salempress.com.
CMOS 17th
Nadeau, Briana. "Administrative Assistant." Edited by Michael Shally-Jensen. Careers in Business. Hackensack: Salem Press, 2015. Accessed September 17, 2025. online.salempress.com.