Office Secretary

What does an office secretary do? – Tasks and work environment

An office secretary primarily supports the administrative operations at an office. Tasks typically include handling incoming and outgoing mail, document management, scheduling meetings and conferences, as well as answering phone calls and emails. Often, there is also responsibility for simpler financial tasks, such as invoicing or recording expenses, and organizing and archiving documents. The environment is mainly office-based, where collaboration with colleagues and contact with external parties are natural parts of the daily routine. Flexibility, accuracy, and the ability to handle multiple tasks simultaneously are important qualities for success and satisfaction in the role of office secretary.

Salary development over time

The salary for office secretaries has increased steadily over the past three years. In 2022, the average salary was 33,000 SEK per month, which increased to 34 300 SEK in 2023. During 2024, the average salary has reached 35 600 SEK, representing an approximate 8% increase over the three-year period. This positive salary trend reflects a general development within administrative roles, where increased complexity and demands for digital skills have contributed to raising the value of the profession. At the same time, competition for positions has remained relatively stable, allowing salaries to rise in line with inflation and market demands for broader competencies. Despite the increase, the differences between men and women are small, and the salary level is considered to be in line with similar administrative professions.

Office secretary salary – comprehensive overview

• Average salary: 35 600 SEK/month
• Lowest salary: 27,100 SEK/month
• Highest salary: 54,200 SEK/month
• Hourly wage: 214 SEK
• Women: 35 500 SEK (99% of men's salary)
• Men: 35 900 SEK
• Regional differences: Data missing

Education and qualifications

To work as an office secretary, a high school diploma with a focus on administration, economics, or commerce is usually required, but many employers also value experience in similar tasks. Post-secondary education in administration or equivalent can be advantageous, especially for more qualified roles. Practical experience, computer skills, and good knowledge of Swedish and English are often basic requirements.

• High school: Business and administration program, 3 years
• Post-secondary: YH or KY training in administration, 1–2 years
• Courses/certifications: IT, Office Suite, finance
• Internship: Workplace-based learning recommended
• Prerequisites: Computer literacy, Swedish and English

Common benefits and compensations

Common benefits for office secretaries include wellness allowances, flexible working hours, remote work options, and occupational pension. Some workplaces also offer subsidized lunches, extra vacation days, or professional development through internal and external courses. Compensation for overtime and access to modern work equipment are often standard in larger organizations.

Competition and challenges

The job market for office secretaries is characterized by a balance between supply and demand, but demand is expected to decline somewhat over five years according to the Employment Service's forecasts. Digitalization and automation of administrative tasks have increased competition for positions, especially in larger cities where many seek administrative roles. At the same time, there remains a significant need for qualified personnel with broad skills in administration and service. The ability to quickly adapt to new systems and working methods is increasingly important, and employers often seek individuals with good communication skills and initiative. Office secretaries who continuously develop their skills have better opportunities to meet these challenges and stay competitive.

Tips for those who want to become an office secretary

To succeed as an office secretary, it is good to be precise and organized, as tasks often require managing several details simultaneously. Good communication skills facilitate cooperation with colleagues and handling external contacts. Flexibility is another important trait, since the workday rarely looks the same and new tasks can arise at short notice. It is recommended to gain experience early with various administrative systems, as digital competence is a major advantage. Showing service-mindedness and a professional attitude often opens doors to more qualified tasks. It is also wise to stay updated on changes within administration and office work, and actively seek opportunities for further training. A positive attitude and willingness to help are appreciated by both employers and colleagues.

Key facts about Office Secretaries

• Average salary: 35 600 SEK/month
• Education level: High school or post-secondary education
• Work environment: Office-based, often in teams
• Job prospects: Moderate opportunities, but declining demand
• Number of job openings: 758 within the profession

Career paths and future outlook

After a few years of experience as an office secretary, there are opportunities to advance to roles such as administrator, coordinator, or executive secretary. Some choose to specialize in areas like finance or HR administration, which can lead to more qualified positions. According to the Employment Service's forecasts, job opportunities in the profession are moderate today, but demand is expected to decrease over five years due to digitalization and streamlining of administrative processes. Nonetheless, there are still many job openings, especially for those who are up to date with modern office and IT technology. For those wishing to broaden their skills, further education in project management or personnel administration can be a step toward new career opportunities.

Common questions about Office Secretaries

• What does an office secretary earn?
  - The average salary is 35 600 SEK per month, with variation depending on experience and workplace.
• Are there salary differences between men and women?
  - Women earn 99% of what men do, with an average of 35 500 SEK for women and 35 900 SEK for men.
• What education is required to become an office secretary?
  - High school education in administration is most common, but post-secondary studies are advantageous.
• What are the future prospects for office secretaries?
  - Opportunities are moderate today, but demand is expected to decline over five years according to the Employment Service.
• What is the highest and lowest salary for an office secretary?
  - The highest salary is 54,200 SEK and the lowest 27,100 SEK, depending on sector, education, and experience.
• How many job openings are available for office secretaries?
  - There are approximately 758 available jobs according to the latest data.
• What personal qualities are important?
  - Attention to detail, service-mindedness, flexibility, and good teamwork skills are especially valuable in the profession.