Secretaries and Administrative Assistants
1. OVERVIEW
Secretaries and administrative assistants play a critical role in ensuring the smooth operation of offices across all industries. They handle scheduling, documentation, communication, and organizational tasks that support staff and executives.
2024 Median Pay: $47,460/year
Job Growth (2023–2033): +1% (slower than average)
Typical Entry-Level Education: High school diploma or equivalent
Job Openings/Year: ~367,500 (mostly due to retirements and workforce exits)
2. ROLE BREAKDOWN BY LEVEL
ENTRY LEVEL
Job Titles: Receptionist, Office Clerk, Junior Administrative Assistant
Education: High school diploma; familiarity with MS Office
Experience: 0–2 years; on-the-job training typical
Certifications (Optional): Microsoft Office Specialist, IAAP CAP
Core Duties:
Answer phones and take messages
Schedule meetings and appointments
Maintain files and databases
Prepare basic documents and handle mail
Salary Range: $34,000–$45,000
MID LEVEL
Job Titles: Administrative Assistant, Medical Secretary, Legal Secretary
Education: High school diploma + relevant coursework or associate degree
Experience: 2–5 years
Certifications (Recommended): CAP, Microsoft Office Specialist, Notary Public
Core Duties:
Prepare reports, memos, and invoices
Coordinate calendars and travel for executives
Use industry-specific terminology (legal, medical)
Maintain purchasing and inventory systems
Salary Range: $45,000–$60,000
SENIOR LEVEL
Job Titles: Executive Assistant, Office Manager, Virtual Executive Assistant
Education: Associate or bachelor’s degree preferred
Experience: 6+ years, often with supervisory experience
Certifications (Preferred): Certified Administrative Professional (CAP), IAAP, PMP (optional)
Core Duties:
Provide high-level support to C-suite executives
Oversee office operations and supervise staff
Draft executive reports and manage confidential documents
Manage budgets, vendor negotiations, and special projects
Salary Range: $60,000–$80,000+
3. HOW TO BECOME ONE
Education: High school diploma minimum; college coursework recommended for advancement
Training: On-the-job training for tools, filing systems, and administrative procedures
Specialty Tracks: Medical, Legal, or Executive roles may require terminology training
Professional Certifications:
CAP (Certified Administrative Professional) – IAAP
Microsoft Office Specialist (MOS) – Microsoft
IAAP Certified Virtual Assistant (CVA)
4. SKILLS REQUIRED
Typing and document formatting
Verbal and written communication
Scheduling and calendar management
Microsoft Office, G Suite, Zoom, Slack
Time management and multitasking
Customer service and professionalism
5. WORK ENVIRONMENT
Primarily office-based roles in healthcare, education, government, or private businesses
Some roles (e.g., virtual assistant) allow for remote work
Most work full time with occasional overtime for event coordination or executive support
6. JOB OUTLOOK
Medical secretaries expected to see modest growth (+5%)
Executive and general administrative roles remain essential despite automation
Candidates with software proficiency and strong interpersonal skills will remain competitive
7. RELATED OCCUPATIONS
Role: Bookkeeping Clerks | Salary: $49,210 | Education Level: Some college
Role: General Office Clerks | Salary: $43,630 | Education Level: High school
Role: Paralegals | Salary: $61,010 | Education Level: Associate's degree
Role: Receptionists | Salary: $37,230 | Education Level: High school
Role: Medical Records Specialists | Salary: $50,250 | Education Level: Postsecondary cert
8. RESOURCES FOR FURTHER LEARNING
Professional Associations
Certifications
CAP Certification
Courses
LinkedIn Learning: Administrative Professional Courses
Udemy: Virtual Assistant & Office Manager courses
Coursera: Business Communication & Productivity Tools
Books
The Definitive Personal Assistant & Secretarial Handbook by Sue France
Be the Ultimate Assistant by Bonnie Low-Kramen
YouTube Channels
Bonnie Low-Kramen
The Office Management Group
IAAP Training Series
9. TOOLS & SOFTWARE
Microsoft Office (Word, Excel, Outlook, Teams)
Google Workspace (Docs, Sheets, Calendar)
Scheduling: Calendly, Doodle
Communication: Zoom, Slack, Microsoft Teams
Document Management: DocuSign, Adobe Acrobat
10. REGIONAL JOB INSIGHTS
BLS State Wage Data
CareerOneStop Salary Finder
This guide provides an in-depth roadmap for launching and growing a career as a secretary or administrative assistant, across all levels of experience.
