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A secretary, administrative professional,
administrative assistant
A person responsible for providing various kinds of administrative assistance is called an administrative assistant (admin assistant) or sometimes an administrative support specialist. In most instances it is identical to the modern iteration of t ...
, executive assistant, administrative officer, administrative support specialist,
clerk,
military assistant, management assistant, office secretary, or
personal assistant
A personal assistant, also referred to as personal aide (PA) or personal secretary (PS), is a job title describing a person who assists a specific person with their daily business or personal task,. it is a sub-specialty of secretarial duties ...
is a
white-collar worker
A white-collar worker is a person who performs professional, desk, managerial, or administrative work. White-collar work may be performed in an office or other administrative setting. White-collar workers include job paths related to government, ...
person whose work consists of supporting
management
Management (or managing) is the administration of an organization, whether it is a business, a nonprofit organization, or a government body. It is the art and science of managing resources of the business.
Management includes the activities o ...
, including executives, using a variety of
project management
Project management is the process of leading the work of a team to achieve all project goals within the given constraints. This information is usually described in project documentation, created at the beginning of the development process. Th ...
,
communication
Communication (from la, communicare, meaning "to share" or "to be in relation with") is usually defined as the transmission of information. The term may also refer to the message communicated through such transmissions or the field of inquir ...
, or
organization
An organization or organisation (Commonwealth English; see spelling differences), is an entity—such as a company, an institution, or an association—comprising one or more people and having a particular purpose.
The word is derived from ...
al skills within the area of
administration
Administration may refer to:
Management of organizations
* Management, the act of directing people towards accomplishing a goal
** Administrative assistant, Administrative Assistant, traditionally known as a Secretary, or also known as an admini ...
. There is a diverse array of work experiences attainable within the administrative support field, ranging between
internship,
entry-level
An entry-level job is a job that is normally designed or designated for recent graduates of a given discipline and typically does not require prior experience in the field or profession. These roles may require some on-site training. Many entry ...
, associate, junior, mid-senior, and senior level
pay bands
A pay band is sometimes used to define the range (band) of compensation given for certain roles. The range is based on factors like location (high vs low cost of living locations), experience, or seniority.
Pay bands (sometimes also used as a bro ...
with positions in nearly every industry. However, this role should not be confused with the role of an
executive secretary
Secretary is a title often used in organizations to indicate a person having a certain amount of authority, power, or importance in the organization. Secretaries announce important events and communicate to the organization. The term is derived ...
,
cabinet secretary such as
cabinet members who hold the title of "secretary," or
company secretary, all which differ from an administrative assistant.
The functions of a personal assistant may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations, a secretary is an officer of a society or organization who deals with
correspondence, admits new members, and organizes official meetings and events.
Some high-level secretaries, administrative assistants, or executive assistants in the associate, junior, mid-senior, and senior level pay bands or those in an entry-level position that requires specialized knowledge acquired through a bachelor's degree or even a master's degree in a field pertinent to the organization's industry are specialized secretaries who generally assist
senior executives and/or actively participate in the work of the organization such has having a hands-on involvement on the production of
deliverables
A deliverable is a tangible or intangible good or service produced as a result of a project that is intended to be delivered to a customer (either internal or external). A deliverable could be a report, a document, a software product, a server upgr ...
. Some non-secretarial positions such as
legislative assistants,
paralegals
A paralegal, also known as a legal assistant, or paralegal specialist is a professional who performs tasks that require knowledge of legal concepts but not the full expertise of a lawyer with a license to practice law. The market for paralegals ...
, judicial
law clerks,
clerks of the court,
medical assistants, and
medical scribes that require bachelor's, master's, or doctoral degrees to practice, have at times taken up duties identical to that of specialized secretaries and vice versa where specialized secretaries have taken up the tedious and repetitive research and recordkeeping tasks of persons they assist.
Duties and functions
A secretary, also known as a ''personal assistant'' (PA) or ''administrative assistant'', can have many administrative duties. The title "secretary" is not used as often as in decades past, and responsibilities have evolved in response to the technological age, requiring knowledge in software such as the
Microsoft Office
Microsoft Office, or simply Office, is the former name of a family of client software, server software, and services developed by Microsoft. It was first announced by Bill Gates on August 1, 1988, at COMDEX in Las Vegas. Initially a marketin ...
suite of applications. The duties may vary according to the nature and size of the company or organization, and might include managing budgets, bookkeeping, attending telephone calls, handling visitors, maintaining websites, travel arrangements, and preparing expense reports. Secretaries might also manage all the administrative details of running a high-level conference or meeting and be responsible for arranging the catering for a lunch meeting. Often executives will ask their assistant to take the
minutes
Minutes, also known as minutes of meeting (abbreviation MoM), protocols or, informally, notes, are the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a state ...
at meetings and prepare meeting documents for review. In addition to the minutes, the secretary may be responsible for keeping all of the official records of a company or organization.
A secretary is also regarded as an "office manager".
Etymology
The term is derived from the
Latin
Latin (, or , ) is a classical language belonging to the Italic branch of the Indo-European languages. Latin was originally a dialect spoken in the lower Tiber area (then known as Latium) around present-day Rome, but through the power of the ...
word , "to distinguish" or "to set apart", the passive participle () meaning "having been set apart", with the eventual connotation of something private or confidential, as with the English word ''secret.'' A was a person, therefore, overseeing business confidentially, usually for a powerful individual (a king, pope, etc.). As the duties of a modern secretary often still include the handling of confidential information, the literal meaning of their title still holds true.
Origin
From
the Renaissance
The Renaissance ( , ) , from , with the same meanings. is a period in European history marking the transition from the Middle Ages to modernity and covering the 15th and 16th centuries, characterized by an effort to revive and surpass ideas ...
until the late 19th century, men involved in the daily correspondence and the activities of the powerful had assumed the title of secretary.
With time, like many titles, the term was applied to more and varied functions, leading to compound titles to specify various secretarial work better, like
general secretary
Secretary is a title often used in organizations to indicate a person having a certain amount of authority, power, or importance in the organization. Secretaries announce important events and communicate to the organization. The term is derived ...
or
financial secretary. Just "secretary" remained in use either as an abbreviation when clear in the context or for relatively modest positions such as administrative assistant of the officer(s) in charge, either individually or as member of a secretariat. As such less influential posts became more feminine and common with the multiplication of bureaucracies in the public and private sectors, new words were also coined to describe them, such as
personal assistant
A personal assistant, also referred to as personal aide (PA) or personal secretary (PS), is a job title describing a person who assists a specific person with their daily business or personal task,. it is a sub-specialty of secretarial duties ...
.
Modern developments
In the 1840s and 1850s, commercial schools were emerging to train male and female students the skills needed to work in a clerical position. In 1870,
Sir Isaac Pitman
Sir Isaac Pitman (4 January 1813 – 22 January 1897) was a teacher of the :English language who developed the most widely used system of shorthand, known now as Pitman shorthand. He first proposed this in ''Stenographic Soundhand'' in 183 ...
founded a school where students could qualify as
shorthand
Shorthand is an abbreviated symbolic writing method that increases speed and brevity of writing as compared to longhand, a more common method of writing a language. The process of writing in shorthand is called stenography, from the Greek ''ste ...
writers to "professional and commercial men". Originally, this school was only for male students. In 1871, there were more than 150 such schools operating in the United States, a number that grew to as many as 500 by the 1890s.
In the 1880s, with the invention of the
typewriter
A typewriter is a mechanical or electromechanical machine for typing characters. Typically, a typewriter has an array of keys, and each one causes a different single character to be produced on paper by striking an inked ribbon selectivel ...
, more women began to enter the field and during the upcoming years, especially since
World War I
World War I (28 July 1914 11 November 1918), often abbreviated as WWI, was one of the deadliest global conflicts in history. Belligerents included much of Europe, the Russian Empire, the United States, and the Ottoman Empire, with fightin ...
, the role of secretary has been primarily associated with women. By the 1930s, fewer men were entering the field of secretaries.
In an effort to promote professionalism among
United States
The United States of America (U.S.A. or USA), commonly known as the United States (U.S. or US) or America, is a country primarily located in North America. It consists of 50 states, a federal district, five major unincorporated territorie ...
secretaries, the
National Secretaries Association
The International Association of Administrative Professionals (IAAP) is a non-profit, professional networking and educational organization. It was formed in Kansas City, Missouri in 1942 as the National Secretaries Association. The name of the ...
was created in 1942. Today, this organization is known as the
International Association of Administrative Professionals (IAAP). The organization developed the first
standardized test
A standardized test is a test that is administered and scored in a consistent, or "standard", manner. Standardized tests are designed in such a way that the questions and interpretations are consistent and are administered and scored in a predete ...
for
office workers called the Certified Professional Secretaries Examination (CPS). It was first administered in 1951.
By the mid-20th century, the need for secretaries was great and offices and organizations featured large
secretarial pool A secretarial pool or typing pool is a group of secretaries working at a company available to assist any executive without a permanently assigned secretary. These groups have been reduced or eliminated where executives have been assigned responsibil ...
s. In some cases the demand was great enough to spur secretaries being recruited from overseas; in particular, there was often a steady demand for young British women to come to the U.S. and fill temporary or permanent secretarial positions. Several organizations were created to assist secretaries from foreign lands, including the
Society of International Secretaries
A society is a group of individuals involved in persistent social interaction, or a large social group sharing the same spatial or social territory, typically subject to the same political authority and dominant cultural expectations. Societi ...
and the
Association of British Secretaries in America
Association may refer to:
*Club (organization), an association of two or more people united by a common interest or goal
*Trade association, an organization founded and funded by businesses that operate in a specific industry
*Voluntary associatio ...
.
In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American businessman Harry F. Klemfuss created a special
Secretary's Day
Administrative Professionals Day (also known as Secretaries Day or Admin Day) is a day observed yearly in a small number of countries. It is not a public holiday in any of them. In some countries, it falls within Administrative Professionals Week ...
holiday, to recognize the hard work of the staff in the office. The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. It has been renamed "
Administrative Professional's Week
Administrative Professionals Day (also known as Secretaries Day or Admin Day) is a day observed yearly in a small number of countries. It is not a public holiday in any of them. In some countries, it falls within Administrative Professionals Week ...
" to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.
Contemporary employment
In a business, many job descriptions overlap. However, while administrative assistant is a generic term, not necessarily implying directly working for a superior, a secretary is usually the key person for all administrative tasks, and often referred to as the "gate keeper". Other titles describing jobs similar to or overlapping those of the traditional secretary are Office Coordinator, Executive Assistant, Office Manager and Administrative Professional.
*At the most basic level a secretary is usually an
audio typist
An audio typist is someone who specialises in typing text from an audio source which they listen to. The source, or original document is usually recorded onto microcassettes created by someone dictating into a Dictaphone. The audio typist will ...
with a small number of administrative roles. A good command of the prevailing office language and the ability to
type
Type may refer to:
Science and technology Computing
* Typing, producing text via a keyboard, typewriter, etc.
* Data type, collection of values used for computations.
* File type
* TYPE (DOS command), a command to display contents of a file.
* Ty ...
is essential. At higher grades and with more experience they begin to take on additional roles and spend more of their time maintaining physical and electronic files, dealing with the post, photocopying, emailing clients, ordering stationery and answering telephones.
*A more skilled executive assistant may be required to type at high speeds using technical or foreign languages, organize diaries, itineraries and meetings and carry out administrative duties which may include
accountancy or financial accounting. A secretary / executive assistant may also control access to a manager, thus becoming an influential and trusted aide. Executive assistants are available for contact during off hours by new electronic communication methods for consultations. Specialized secretaries at higher levels also include Medical Secretaries,
Legal Secretaries, and
Personal Assistants that often require
higher post-secondary education or even
post-graduate education
Postgraduate or graduate education refers to academic or professional degrees, certificates, diplomas, or other qualifications pursued by post-secondary students who have earned an undergraduate ( bachelor's) degree.
The organization and stru ...
.
**In certain situations, non-secretary positions such as
legislative assistants,
paralegals
A paralegal, also known as a legal assistant, or paralegal specialist is a professional who performs tasks that require knowledge of legal concepts but not the full expertise of a lawyer with a license to practice law. The market for paralegals ...
, judicial
law clerks,
clerks of the court,
medical assistants, and
medical scribes, that require bachelor's, master's, or doctoral degrees to practice have taken up duties identical to that of specialized secretaries.
*The largest difference between a generalized secretary and skilled executive assistants is that the executive assistant is required to be able to interact extensively with the general public, vendors, customers, and any other person or group that the executive is responsible to interact with. As the level that the executive interacts with increases so does the level of skill required in the executive assistant that works with the executive. Those executive assistants that work with corporate officers must be capable of emulating the style, corporate philosophy, and corporate persona of the executive for which they work. In the modern workplace the advancement of the executive assistants is codependent on the success of the executive and the ability of both to make the job performance of the team seamless whereas the job place evaluation is reflective of each other's performance executive secretary for now.
This should be distinguished from the
Company secretary, a senior role within a company responsible for compliance with statutory and regulatory requirements.
Education and Training
In the United States, a variety of skills and adaptability to new situations is necessary. As such, a
four-year bachelor's degree is often preferred and a
two-year associate degree is usually a requirement, in any field of study unless specified by employer to comply with education requirements within their given industry, although work experience can substitute education if the position does not require specialized knowledge in a specific
fields of study
Fields may refer to:
Music
*Fields (band), an indie rock band formed in 2006
*Fields (progressive rock band), a progressive rock band formed in 1971
* ''Fields'' (album), an LP by Swedish-based indie rock band Junip (2010)
* "Fields", a song by ...
pertinent to the employer's industry or division's role within the organization. Another option taken with or without
higher education
Higher education is tertiary education leading to award of an academic degree. Higher education, also called post-secondary education, third-level or tertiary education, is an optional final stage of formal learning that occurs after completi ...
is to get a professional certification from a national association that
self-regulates the secretarial and administrative assistance industry, in which a
professional certification
Professional certification, trade certification, or professional designation, often called simply ''certification'' or ''qualification'', is a designation earned by a person to assure qualification to perform a job or task. Not all certifications ...
may substitute higher education if the person does not have a bachelor's degree or an associate degree, or in order to substitute work experience for a person with a higher education degree but with limited experience in an administrative support position.
Executive assistant
Civilian
The work of an executive assistant (sometimes called a management assistant) differs a great deal from that of an administrative assistant. In many organizations, an executive assistant is a high-ranking position in the administrative hierarchy. Executive assistants work for a company officer or executive (at both
private
Private or privates may refer to:
Music
* " In Private", by Dusty Springfield from the 1990 album ''Reputation''
* Private (band), a Denmark-based band
* "Private" (Ryōko Hirosue song), from the 1999 album ''Private'', written and also recorde ...
and
public
In public relations and communication science, publics are groups of individual people, and the public (a.k.a. the general public) is the totality of such groupings. This is a different concept to the sociological concept of the ''Öffentlichkei ...
institutions), and possess the authority to make crucial decisions affecting the direction of such organizations. As such, executive assistants play a role in decision-making and policy setting. The executive assistant performs the usual roles of managing correspondence, preparing research, and communication, often with one or more administrative assistants or scheduling assistants who report to him or her. The executive assistant also acts as the "gatekeeper", understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events, meetings, teleconferences, or e-mails are most appropriate for allocation of the executive's time.
An executive assistant may, from time to time, act as proxy for the executives, representing him/her/them in meetings or communications and project managing the production of reports or other deliverables in the absence of the executive. An executive assistant differs from an
administrative assistant
A person responsible for providing various kinds of administrative assistance is called an administrative assistant (admin assistant) or sometimes an administrative support specialist. In most instances it is identical to the modern iteration of t ...
(a job which is often part of the career path of an executive assistant) in that they are expected to possess a higher degree of business acumen, be able to manage projects, as well as have the ability to influence others on behalf of the executive. In the past, executive assistants were required to have a
high school diploma
A high school diploma or high school degree is a North American academic school leaving qualification awarded upon high school graduation. The high school diploma is typically obtained after a course of study lasting four years, from grade 9 to gra ...
only, but increasingly jobs are requiring a
bachelor's degree
A bachelor's degree (from Middle Latin ''baccalaureus'') or baccalaureate (from Modern Latin ''baccalaureatus'') is an undergraduate academic degree awarded by colleges and universities upon completion of a course of study lasting three to six ...
of any field of study or when compiling with educational requirements within their given industry, may require specialized knowledge in a specific
fields of study
Fields may refer to:
Music
*Fields (band), an indie rock band formed in 2006
*Fields (progressive rock band), a progressive rock band formed in 1971
* ''Fields'' (album), an LP by Swedish-based indie rock band Junip (2010)
* "Fields", a song by ...
through a bachelor's degree pertinent to the employer's industry or division's role within the organization.
Military
In the
U.S. Department of Defense, the title of
military assistant (MA) or executive assistant (EA) is typically held by Army, Air Force, and Marine Corps
colonel
Colonel (abbreviated as Col., Col or COL) is a senior military officer rank used in many countries. It is also used in some police forces and paramilitary organizations.
In the 17th, 18th and 19th centuries, a colonel was typically in charge of ...
s,
lieutenant colonel
Lieutenant colonel ( , ) is a rank of commissioned officers in the armies, most marine forces and some air forces of the world, above a major and below a colonel. Several police forces in the United States use the rank of lieutenant colone ...
s, and senior
major
Major (commandant in certain jurisdictions) is a military rank of commissioned officer status, with corresponding ranks existing in many military forces throughout the world. When used unhyphenated and in conjunction with no other indicators ...
s and Navy
captain
Captain is a title, an appellative for the commanding officer of a military unit; the supreme leader of a navy ship, merchant ship, aeroplane, spacecraft, or other vessel; or the commander of a port, fire or police department, election precinct, e ...
s,
commander
Commander (commonly abbreviated as Cmdr.) is a common naval officer rank. Commander is also used as a rank or title in other formal organizations, including several police forces. In several countries this naval rank is termed frigate captain.
...
s and senior
lieutenant commander
Lieutenant commander (also hyphenated lieutenant-commander and abbreviated Lt Cdr, LtCdr. or LCDR) is a commissioned officer rank in many navies. The rank is superior to a lieutenant and subordinate to a commander. The corresponding rank i ...
s who are in direct support of the
Secretary of Defense
A defence minister or minister of defence is a cabinet official position in charge of a ministry of defense, which regulates the armed forces in sovereign states. The role of a defence minister varies considerably from country to country; in som ...
,
Deputy Secretary of Defense and other civilian defense officials down to the level of a
Deputy Assistant Secretary of Defense
Assistant Secretary of Defense is a title used for many high-level executive positions in the Office of the Secretary of Defense within the U.S. Department of Defense. The Assistant Secretary of Defense title is junior to Under Secretary of Defen ...
, as well as
general officers
A general officer is an officer of high rank in the armies, and in some nations' air forces, space forces, and marines or naval infantry.
In some usages the term "general officer" refers to a rank above colonel."general, adj. and n.". OED O ...
or
flag officers.
The Secretary of Defense also has a
lieutenant general
Lieutenant general (Lt Gen, LTG and similar) is a three-star military rank (NATO code OF-8) used in many countries. The rank traces its origins to the Middle Ages, where the title of lieutenant general was held by the second-in-command on the ...
or
vice admiral as his/her senior military assistant.
Like their civilian counterparts, EAs are also a resource in decision-making, policy setting, and will have leadership oversight of the entire military and civilian staff supporting the civilian official, general officer, or flag officer. EAs are often interchangeable with other senior military officers of equivalent rank holding the title of chief of staff in other service organizations headed by a flag officer or general officer. In the case of unified combatant commands and service major commands, the Chief of Staff is often a general officer or flag officer himself/herself, typically at the 1-star or 2-star level, but he or she should not be confused with the 4-star officers holding the title of
Chief of Staff of the Army or
Chief of Staff of the Air Force.
Military Assistant/Executive Officer Handbook
Retrieved on 11 June 2013.
See also
* Clerk
*Legal secretary
A legal secretary is a particular category of worker within the legal profession. Background
In the practice of law in the United States, a legal secretary is a person who works in the legal profession, typically assisting lawyers. Legal secretar ...
* Cabinet secretary or Department secretary
* Office lady
*Personal assistant
A personal assistant, also referred to as personal aide (PA) or personal secretary (PS), is a job title describing a person who assists a specific person with their daily business or personal task,. it is a sub-specialty of secretarial duties ...
*Receptionist
A receptionist is an employee taking an office or administrative support position. The work is usually performed in a waiting area such as a lobby or front office desk of an organization or business. The title ''receptionist'' is attributed to ...
References
Further reading
*
*
The debate theorical-methodological in field of secretariat: diversities and singularities
Educational handbooks for professions occupied by females in the 1960s and 1970s.
External links
American Society of Administrative Professionals
Administrative Professional Resources
iaap - International Association of Administrative Professionals
{{Authority control
Office and administrative support occupations