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Keys to Being a Great Administrative Professional
By Kathy A. Johnson
kathy.johnson@hqpublications.com
Business Programs Columnist
Administrative professionals provide much of the core labor in schools, hospitals, and offices. With a mix of the technical and the personal, administrative jobs can be some of the most interesting and fulfilling in any corporation. What does it take to excel in this field?
In 2002, U.S. companies employed more than 4.1 million administrative assistants and secretaries, according to statistics from the U.S. Bureau of Labor. While the increasing automation of offices has slowed growth in this field, it has also opened up new opportunities for administrative professionals who are poised to seize them.
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Automation enables managers to do much of the clerical work formerly done by administrative assistants and secretaries. This frees those in administrative jobs to take on more challenging responsibilities.
Here are three keys to success in the administrative field:
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Computer Expertise. According to the International Association of Administrative Professionals (IAAP), the most important skill employers look for in administrative professionals is computer expertise. Many offices also make use of scanners, electronic information storage systems and the Internet.
Job applicants with knowledge of word processing, spreadsheets, databases, and even graphics or desktop publishing stand the greatest chance of being hired and promoted.
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People Skills. Conversely, even though administrative professionals need to be well versed in the technical aspects of their jobs, they shouldn't neglect their people skills. Administrative assistants may schedule conferences and appointments, represent their bosses in meetings, train and supervise others, and will probably find themselves working closely with other employees. Tact, patience, and the ability to communicate with others will always be necessary.
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Organizational Ability. With tasks ranging from the management of information (such as paper and electronic files) to researching projects to planning meetings or special events, administrative professionals must be able to manage time, information and people. Strong organizational abilities help keep all those tasks running smoothly.
Office automation and increasingly complex responsibilities will continue to challenge administrative professionals for the foreseeable future. Those who can learn and adapt should find great opportunity and satisfaction.
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About the Author:
Kathy A. Johnson is a freelance writer and editor based in Florida. She has worked as a writer and editor for several publications, writing articles on a wide variety of topics. She is currently the features editor of Forum, a bimonthly publication of the national mothers group, Mothers & More.
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