They schedule appointments, give information to callers, organize and maintain files, fill out forms, and take dictation. They may also type letters, make travel arrangements, or contact clients. In addition, secretaries operate office equipment like facsimile machines, photocopiers, and telephones with voice mail capabilities. Administrative assistants use personal computers to run spreadsheet, word processing, database management, desktop publishing, and graphics programs. Executive secretaries or administrative assistants may handle more complex responsibilities like conducting research, preparing statistical reports, training employees, and supervising other clerical staff.
Most employers require knowledge of word processing, spreadsheet, and database management programs.
Shorthand is necessary for some positions. Employers also look for communication and interpersonal skills, because secretaries must be tactful in their dealings with many different people. Discretion, judgment, organizational ability, and initiative are important for higher level positions. Professional secretaries must be adaptable, versatile, and be willing to learn to utilize updated software packages and operate new office equipment.