An aptitude for written and oral communication, word processing ability and knowledge of software applications such as database management, desktop publishing, and spreadsheets are all essential administrative skills. Administrative assistants require the ability to type quickly with excellent punctuation, grammar and attention to detail. Due to internal and external dealings with people, they also possess initiative, organization, tact, refined interpersonal skills and good customer service.
Administrative assistants serve as the hub of organization and communication within an office. They do everything from scheduling meetings and appointments to managing paper and electronic files, often while attending to telephone lines, mail and clients. In order to send faxes, make photocopies, scan documents and set up video conferences, they use a variety of office equipment and technology. However, many of these duties vary depending on the type of business. An administrative assistant working in a school would experience different practices from a counterpart working in a medical or law office.
Many of the skills required at higher levels of administrative work often stem from hands-on experience. A high school graduate may qualify for an entry-level position and gain knowledge through on-the-job instruction. As job candidates build experience, they will naturally obtain the criterion to move up to higher positions, such as executive secretary, clerical supervisor or office manager.
Employers generally seek degree-holding candidates for executive secretary positions---particularly those who hold a degree in that specific field. For example, an employer at a government office will favor an applicant with university education in government, economics or politics. However, for a more novice level of administrative work, many programs offer the necessary skill preparation. Choose between high school vocational instruction, one- to two-year programs offered by business schools and vocational-technical schools, community college programs, and online education, all of which provide office administration training. Medical and legal secretaries usually must go through an intensive program that specializes in their particular field and can teach them industry-specific terminology.