How to Become a Secretary: The Complete Guide

Are you interested in becoming a secretary? As an administrative professional who keeps an office running smoothly a secretary plays a vital role in any organization.

In this comprehensive guide, we’ll cover everything you need to know to launch a successful career as a secretary, from education and skills to finding that first job and advancing in the field

Whether you’re fresh out of high school or looking to switch careers, read on to learn what it takes to become a secretary.

What Does a Secretary Do?

A secretary provides administrative support to an individual, department, or entire organization. Their duties typically include:

• Answering phones and routing calls

• Scheduling appointments and managing calendars

• Organizing files, records, and databases

• Preparing correspondence like letters, emails, reports

• Arranging travel and meetings

• Managing budgets and performing bookkeeping

• Operating office equipment

• Ordering supplies and maintaining inventories

The specific responsibilities vary by industry and company. Secretaries work in nearly every field, from law firms to schools to government agencies.

It’s a fast-paced job that requires strong organization, communication, and multitasking skills. Attention to detail is also crucial.

Education and Training Requirements

A high school diploma or equivalent is mandatory for most secretary roles. However, taking additional training courses can boost your qualifications and opportunities.

High School Courses

Useful high school classes include:

• Computer skills – Word processing, spreadsheets, email

• English – Writing, reading comprehension

• Math – Bookeeping, budgets

• Business education – Administration, communication

Vocational Training Programs

After high school, consider enrolling in a 1-year vocational program for administrative assistants or secretaries. Many community colleges and technical schools offer such courses.

Typical subjects include:

• Office procedures

• Computer applications

• Records management

• Business correspondence

• Office equipment operation

• Accounting fundamentals

Completing an accredited program can help you gain secretary skills more quickly.

Associate’s or Bachelor’s Degree

While not required, having an associate’s or bachelor’s degree gives you a competitive edge for higher-level secretary roles.

Relevant majors include office administration, business administration, executive assisting, and information processing. Courses develop valuable workplace skills.

Degrees may be preferred for secretary jobs at large companies, law firms, or executive offices.

Key Secretary Skills and Qualities

To succeed as a secretary, these skills and attributes are vital:

• Organization – Keep files, schedules, and systems in order

• Communication – Interact with staff, clients, vendors

• Writing – Draft professional correspondence

• Multitasking – Juggle multiple duties efficiently

• Teamwork – Collaborate with colleagues

• Problem-solving – Resolve office issues proactively

• Tech savvy – Utilize tools like email, calendars, databases

• Discretion – Maintain confidentiality when needed

• Customer service – Serve clients and staff with care

Develop these qualities through classes, internships, and part-time jobs while in school.

Finding Secretary Job Opportunities

Once you have the skills and education, it’s time to start searching for secretary job openings.

Places to find opportunities include:

• Online job boards – Monster, Indeed, LinkedIn, Glassdoor, ZipRecruiter

• Company websites – Check specific companies you want to work for

• Staffing agencies – Can match you with temporary or temp-to-hire roles

• Newspaper classifieds – Local papers still have listings

• Professional associations – Groups like IAAP post job boards

• Networking – Talk to friends, professors, family about leads

When applying, customize your resume and cover letter for each position. Highlight office skills gained through coursework, internships, or part-time work.

Expect to complete typing tests, computer assessments, or other pre-employment screenings.

Advancing Your Secretary Career

As you gain experience, there are many ways to take your secretary career to new levels:

• Specialize – Focus on legal, medical, executive support

• Earn a certificate – Complete advanced training in areas like bookkeeping

• Get certified – Pursue CAP, CAS, CPS certification to distinguish yourself

• Handle more responsibilities – Take on managing projects, staff, and budgets

• Become an office manager – Oversee all administrative aspects of an office

• Switch industries – Leverage your skills in a new field

• Start a virtual assistant business – Work remotely for multiple clients

• Teach classes – Share your expertise with students

• Freelance writing – Use your communication skills in a new way

The options are endless once you gain that initial secretary experience. Identify what interests you and continue building your skill set.

Is a Secretary Career Right for You?

If you’re detail-oriented, organized, and enjoy helping others, a secretary job just might be a perfect fit.

This in-demand role offers job stability across sectors and great opportunities to advance with the right motivation.

Now that you know the steps to get started in the field, it’s time to start pursuing your secretary career goals today!