Fast Facts about Administrative Professionals
See the “Research and Trends” and “Administrative Professionals Week/Day” sections of the IAAP Web site for the latest research and information about the profession.
The secretarial/administrative support profession is one of the largest segments of the workforce…
- Today, there are more than 4.1 million secretaries and administrative assistants working in the United States, according to U.S. Department of Labor statistics. A total of 8.9 million people work in various administrative support roles, including office clerks, customer service representatives, receptionists, and other office staff.
- Millions more administrative professionals work in business and government offices across the globe.
Trends in Administrative Support
The past two decades have been called the "Information Age" - dominated by desktop and laptop computers,
e-mail, and the Internet. Business software and computer networks have transformed the secretarial profession. Here are some notable trends in the administrative support profession, based on IAAP research:
- Admins are expanding into more technical and managerial roles—For example, the switch to Microsoft Office and other popular Office Suite Software packages allows for more integrated functions, leading to new career paths in areas such as finance and accounting, desktop publishing, research, project management, and more.
- Admins are handling a wider variety of duties beyond strictly clerical roles—Today's admins often purchase office equipment and supplies, plan meetings and special events, work closely with vendors and suppliers, create presentations and give them as well, interview, orient and supervise other staff, write and edit documents, schedule events and facilities, coordinate direct mailings, maintain multiple schedules and calendars, handle messages and correspondence (with voice mail, e-mail, and regular postal mail), maintain computer files, directories, and databases, and more.
- Increased use of the Internet—For travel information, meeting planning, research, and forming connections with other individuals and organizations. It's like having a well-stocked library and global communications tool at your fingertips.
- Admins are also increasingly taking on roles as troubleshooters—-Often for software problems within the office and adapting software for applications particular to their companies. Since admins are often the first worker-group to test and master new office technology, they are well positioned to maintain their status as "Information Managers of the Information Age."
- More teamwork in the office—-With administrative professionals increasingly becoming key contributors to work teams. The lines continue to blur between management and administrative functions.
- Training and supervision—-IAAP's research also shows that more and more admins are training others, especially computer training.
- More and more admins are assuming the following new tasks—Web site design and maintenance; electronic scheduling; project management; desktop publishing, negotiating with clients and vendors.
Average Salaries
According to the U.S. Bureau of Labor, median annual earnings of executive secretaries and administrative assistants were $31,090 in 2000. The middle 50 percent earned between $24,970 and $38,370 in 2000. The lowest 10 percent earned less than $20,350, and the highest 10 percent earned more than $46,250. Median annual earnings in the industries employing the largest numbers of executive secretaries and administrative assistants in 2000 were: computer and data processing services, $33,720; local government, $32,100; elementary and secondary schools, $30,470; colleges and universities, $29,710; personnel supply services, $28,020.
How do you compare?
Today’s Administrative Professional
The administrative professional’s job today requires skills in management functions and technology, including:
- Project management
- Integrated computer software applications
- Organization and scheduling
- Internet, Intranet communications and research
- Document preparation, storage, and retrieval, with emphasis on electronic recordkeeping
- Customer service and public relations
A Typical Day...
Developing a production report using spreadsheet software
Preparing charts, slides, and handouts for a management presentation
Corresponding via phone, fax, or e-mail with clients all over the world
Researching a topic on the Internet
Coordinating a videoconference
Scheduling an airline flight and purchasing tickets over the Internet
Supervising and training a coworker
Effectively representing management at a meeting
Job Titles Evolving...
Titles are changing to reflect the administrative professional’s growing duties. According to a study of IAAP members, the most popular job title in the field is Administrative Assistant (23.0%). Over 21% carry a broad range of job-specific titles including such words as "coordinator" and "specialist". Reflecting the evolution of secretarial job titles, members of Professional Secretaries International voted in 1998 to change their association's name to the International Association of Administrative Professionals (IAAP).
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