Administrator vs. Secretary: What Are the Differences?

Both administrators and secretaries play vital roles in keeping an office or organization running smoothly. From handling customer inquiries to managing schedules, these positions share many responsibilities. However, there are also key differences between the two that you should be aware of before applying for a job. In this article, we compare and contrast administrators and secretaries, highlighting the duties of each position.

What is an Administrator?

An administrator is a staff member who manages the daily operations of an organization. They may oversee a specific department or function, such as finance or human resources. Administrators develop and implement policies and procedures to ensure that the organization runs smoothly. They may also manage budgets, prepare reports, coordinate events and supervise staff. In some organizations, the administrator is the highest-ranking staff member after the executive director or CEO. Administrators typically have several years of experience in the organization or a related field.

What is a Secretary?

Secretaries provide administrative support to an individual, group or organization. They are responsible for a variety of tasks, including answering phones, scheduling appointments, preparing correspondence, handling visitor inquiries and maintaining records. Secretaries often act as the first point of contact for an individual or organization, so they need to be able to handle customer service inquiries in a professional manner. They also need to have strong organizational skills to keep track of multiple tasks and deadlines. Secretaries typically work in office environments, but they may also work remotely or from home.

Administrator vs. Secretary

Here are the main differences between an administrator and a secretary.

Job Duties

Administrators and secretaries share some job duties, but each professional has unique responsibilities within an organization. Secretaries typically have clerical duties, such as typing documents, operating office machines like fax machines and photocopiers and filing paperwork.

Administrators oversee the daily operations of a company or organization and may manage employees, delegate tasks and provide support to staff members. Additionally, administrators often have management duties, such as creating employee schedules, delegating projects to staff members and evaluating performance.

Job Requirements

Administrators and secretaries typically need at least a high school diploma to enter the workforce. However, some employers prefer candidates with an associate’s degree or postsecondary certificate in office administration or a related field. These programs usually take two years to complete and cover topics like computer applications, office management and business communication. Many administrators and secretaries also pursue professional certification to improve their job prospects. The International Association of Administrative Professionals (IAAP) offers the Certified Administrative Professional (CAP) credential, which requires passing an exam and meeting experience requirements.

Work Environment

Administrators typically work in an office environment, but they may also travel to visit clients or attend meetings. They often have a lot of responsibility and can be the first point of contact for their company’s executives. Secretaries usually work in an office environment with other secretaries and assistants. They may also work closely with their supervisors and collaborate on projects.

Skills

Both administrators and secretaries need to have excellent communication skills. This is important because they often act as a liaison between their department and other departments within the company, as well as between the company and external clients or customers. They also both need to be able to effectively communicate in writing, whether it is drafting memos or emails, taking minutes during meetings or composing reports.

Both administrators and secretaries need to have strong organizational skills. This is necessary in order to keep track of deadlines, manage schedules and maintain accurate records. They both also need to be proficient in using office equipment and software, such as word processors, spreadsheets and presentation software.

One key difference between administrators and secretaries is that administrators typically need to have more advanced problem-solving skills. This is because they are often responsible for making decisions that can impact the entire company, such as developing policies or procedures. Secretaries, on the other hand, usually do not need to have as developed of problem-solving skills as their job duties tend to be more focused on providing administrative support.

Salary

The average salary for an administrator is $59,199 per year, while the average salary for a secretary is $38,212 per year. The salary for both positions may vary depending on the size of the company, the location of the job and the level of experience the employee has.