Secretary/administrator

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Integro USA Inc.
 Virtual
Posted: September 23 2016
Company Location: Manhattan, NY
Application Deadline: Available Year-round
Position: 20 Full-time, Paid

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Description

A secretary or administrator provides both clerical and administrative support to professionals, either as part of a team or individually. The role plays a vital part in the administration and smooth-running of businesses throughout industry.

Secretaries/administrators are involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff.

The role varies greatly depending on the sector, the size of the employer and levels of responsibility. Most work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT, organisational and presentation skills, as well as the ability to multi-task and work well under pressure.

In some cases, secretaries/administrators are required to have high-level qualifications and previous experience in specialist sectors, such as law, for example.

As secretarial and administrative work is so diverse, employment can be found in virtually all sectors, including:

academic institutions and universities;
creative industries, such as advertising or publishing;
government;
hospitals and general medical practices;
legal and financial services;
management and strategic consulting;
marketing and communications;
private companies;
property;
public organisations, including local authorities and charities;
retail and leisure.

Responsibilities

word processing;
audio and copy typing;
letter writing;
dealing with telephone and email enquiries;
creating and maintaining filing systems;
scheduling and attending meetings, creating agendas and taking minutes - shorthand may be required;
keeping diaries and arranging appointments;
organising travel for staff.

Depending on the sector, the role may also include many of the following:

using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;
devising and maintaining office systems;
booking rooms and conference facilities;
using content management systems to maintain and update websites and internal databases;
managing and maintaining budgets, as well as invoicing;
liaising with staff in other departments and with external contacts;
ordering and maintaining stationery and equipment;
sorting and distributing incoming post and organising and sending outgoing post;
arranging travel and accommodation for staff or customers and other external contacts;
liaising with colleagues and external contacts to book travel and accommodation;
organising and storing paperwork, documents and computer-based information;
photocopying and printing various documents, sometimes on behalf of other colleagues;
recruiting, training and supervising junior staff and delegating work as required;
manipulating statistical data;
arranging in-house and external events.

Requirements

Work is almost entirely office-based.
Self-employment or freelance work is unusual.
Jobs are available in all areas of the UK and opportunities are widespread.
This is traditionally a female role and the majority of secretarial jobs are still held by women.
The nature of the role is to support colleagues and projects rather than to take a lead on projects yourself, which may become frustrating.
The role can be stressful at times, since the work is always focused on the needs of the manager or team. Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of workload.
Travel within a working day, overnight absence from home and overseas work or travel are all uncommon but may be required depending on the role.

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Marie

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Quali

Work is almost entirely office-based.
Self-employment or freelance work is unusual.
Jobs are available in all areas of the UK and opportunities are widespread.
This is traditionally a female role and the majority of secretarial jobs are still held by women.
The nature of the role is to support colleagues and projects rather than to take a lead on projects yourself, which may become frustrating.
The role can be stressful at times, since the work is always focused on the needs of the manager or team. Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of workload.
Travel within a working day, overnight absence from home and overseas work or travel are all uncommon but may be required depending on the role.

Related case studies

Marie

Sales support administrator

Working hours

Working weeks typically range between 35 to 40 hours a week, with a working day usually being somewhere between 8am and 6pm. Flexi-time is sometimes available depending on the organisation.

Interim, part-time and temporary roles are common. Career breaks are possible if skills, especially IT, are maintained.

How To Apply

Apply
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