From the advent of personal computers to voice mail, secretaries have constantly heard whispers that their days are being numbered by technology.
Well unless Jetson-like robots are on the horizon, it will be pretty interesting to see who tends to unhappy customers, office supply salesmen and the daily dilemmas of the office.
Beyond Cash Donations: How New Forms of Giving Are Transforming Not-for-Profit Accounting
Evolving Funding Landscape for Not-for-Profits Not-for-profit organizations are being asked to do more with less,…
Learn More
“Secretaries’ responsibilities will be different, but whether it’s 1820 or the year 2020 the position of the secretary will always be vital to a business,” said Rick Stroud, spokesperson for a national association of secretaries.
Stroud and today’s secretaries are not worried about their job security into the millennium, but they do predict some changes. Greater computer knowledge, demands for a second language, telecommuting and more male administrative assistants — and yes, different titles — are some adjustments predicted.
Stroud of the International Association for Administrative Professions (IAAP), which has 40,000 members throughout the world, said the 56-year-old organization has worked to keep the profession on pace with the rapidly changing needs of business.
The name game
As the role of secretaries has changed so has their title. Below is a list of 30 titles used to describe people who do secretarial work.
The list was compiled during a survey by the International Association of Administrative Professionals, whose own title of Professional Secretaries International was changed in August.
- Administrative Assistant (the most popular)
- Administrative Specialist
- Corporate Assistant
- Office Coordinator
- Administrative Staff Coordinator
- Executive Assistant
- Coordinator of Support Services
- Officer Supervisor
- Administrative Officer
- Executive Associate
- Administrative Support Specialist
- Administrative Manager
- Account Technician
- Project Coordinator
- Office Administrator
- Administrative Supervisor
- Executive Secretary
- Accounting Assistant
- Administrative Assistant to Chairman
- Senior Executive Secretary
- Staff Assistant
- Client Representative
- Typist Clerk
- Scheduler
- Assistant Officer
- Confidential Secretary
- Professional Services Associate
- Regional Secretary
- Proposal Typist
- Travel Consultant
He said in most cases technology has taken away mundane activities, which freed up room for more demanding work.
Software makes it possible for executives to dictate their correspondence to their computer, which also makes most filing unnecessary. Meanwhile, voice mail has replaced answering phones and message taking.
“Now the job of an administrative assistant continues to evolve into a business management position. The work will be much more technical as well,” he said.
Stroud said secretaries should expect more sophisticated spreadsheet programs, Internet research, web site maintenance and video conferencing.
Where secretaries do work may also shift.
“The biggest change I see is the trend toward virtual administrative staff. The idea is for them to work off site,” said Stroud. “These days you can have an administrative assistant in South Carolina while the business is in California, because of new technology.”
Laurie Metthe, owner of SecretHelvetica, Arial Concepts in Warren, provides a variety of administrative support services from her office at her house. She said the concept has been around for awhile serving mostly small companies that can’t afford a full-time secretary, but that could change.
“More and more downsizing has created more work that is being sent out. I don’t see major companies relying solely on outside companies like mine, but I do see it increasing,” she said. “I will have to continue to keep up on technologies to meet those needs.”
Staying on the cutting edge will involve training.
Jayne Baker, an instructor at the Katherine Gibbs School in Providence, said secretaries have adapted to new technologies for more than a century.
“When I was a secretary I remember what a big deal it was to set up a telephone conference call. Now we’re looking at video conferencing,” Baker said.
She said her students are using the most up-to-date computers and software to prepare them, but obviously their training will have to be ongoing throughout their careers.
“For the most part you can see what is on the horizon, but I’m sure there will be technologies coming that we couldn’t dream of,” she said.
Baker stressed that with all the talk about new technologies it’s important to realize the benefits of people.
“There is a real backlash, for instance, against voice mail. I think a lot of people want to speak to a person and not a machine,” she said. “Also, an executive can dictate a letter into his computer, but a computer will not be checking grammar like a secretary can.”
Some of the demands will have nothing to do with technology.
“Knowing a second language in this global economy will be important not only for secretaries, but for everyone,” said Stroud. “Today an administrative support person who is bilingual can write her own ticket.”
Baker would correct Stroud: a person who is bilingual can write his or her own ticket. She said there has been a steady growth in male administrative help in today’s business world.
“I think men are also seeing it is not just about sitting at a desk and answering phones,” she said. “They see the challenges, including computer skills, and want to be part of it. This profession has a very exciting future.”
