Secretary, office

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

An office secretary primarily provides administrative support to managers, departments, or entire organizations. Typical tasks include handling correspondence, booking meetings, managing switchboards, archiving documents, and preparing minutes. It often also involves coordinating travel, receiving visitors, and managing invoices or simple financial tasks. The work environment is almost exclusively office-based and characterized by a fast pace, where the ability to prioritize and stay organized is crucial. Digital tools and administrative systems are used daily, requiring good computer skills and attention to detail.

Salary development over time

The salary for office secretaries has steadily increased over the past three years. In 2022, the average salary was 33,000 SEK per month, rising in 2023 to 34 300. In 2024, the average is 35 600, which represents an increase of approximately 8% over the period. This development follows the general trend for administrative professions, where salaries are influenced by inflation, collective bargaining, and increased digital competence demands. Meanwhile, the market has remained relatively stable, and demand for qualified secretaries has stayed balanced, contributing to moderate but consistent salary increases.

Office secretary salary – complete overview

• Average salary: 35 600 SEK/month
• Lowest salary: 27,100 SEK/month
• Highest salary: 54,200 SEK/month
• Hourly wage (average): 214 SEK
• Gender differences: Women earn 99% of what men do (35 500 SEK compared to 35 900 SEK)
• Regional differences: Data varies, but metropolitan areas often show slightly higher salaries

Education and qualifications

To work as an office secretary, a high school diploma with a focus on administration or economics is usually required. Many employers also value post-secondary courses or certifications in office administration, as well as experience with relevant IT systems. Internships and work experience can be crucial for employment, especially for more qualified secretarial roles.

• High school diploma: Administration or economics program (3 years)
• Post-secondary courses: Examples include office administration or digital tools
• Certifications: Office suite, business systems
• Internships: Internships during education or trainee positions are recommended
• Prerequisites: Good Swedish language skills, IT proficiency, and organizational skills

Common benefits and compensations

Office secretaries are often offered benefits such as wellness allowances, occupational pensions, flexible working hours, and sometimes remote work options. Additional perks may include subsidized lunches, staff discounts, and opportunities for skills development through internal training or courses. Overtime pay and extra responsibilities are common, especially in larger organizations.

Competition and challenges

The competition for office secretary positions is generally balanced, but demand is expected to decline somewhat in the future according to the Employment Service’s forecasts. A contributing factor is increasing digitalization, which automates or redistributes some administrative tasks. To remain competitive, it is important to continuously develop IT skills and be open to changes in job responsibilities. Nonetheless, there is still a need for skilled secretaries, particularly in larger organizations and within the public sector. Flexibility, adaptability, and the ability to handle multiple tasks are important qualities to meet industry demands.

Tips for those who want to become an office secretary

To succeed as an office secretary, it’s helpful to be precise and organized, as the tasks often require order and accuracy. Developing strong IT skills and being open to new digital tools facilitate work and increase employability. Service-mindedness is a key trait, as the role involves frequent contact with colleagues and external parties. Gaining practical experience through internships or summer jobs provides valuable references and insight into the profession. Good communication skills and discretion are essential, especially when handling sensitive information. Being flexible and able to prioritize tasks enhances the chance to thrive and develop in the role. Finally, ongoing skills development, such as courses in Office applications or project management, is recommended.

Key facts about office secretaries

• Education level: High school diploma (administration/economics), often supplemented with short courses
• Work environment: Office-based, often in larger organizations or the public sector
• Work form: Full-time is most common, but part-time and hourly positions exist
• Demand: 758 available jobs nationwide (May 2024)
• Special skills: IT systems, Office suite, archiving

Career paths and future prospects

After three to five years as an office secretary, opportunities open to advance to roles such as executive assistant, administrative coordinator, or project administrator. Some choose to specialize in personnel administration or finance, while others move into training roles or internal support functions. According to the Employment Service’s forecast, current job opportunities are moderate, but demand is expected to decrease over five years. Digitalization and automation drive this change, but the need for qualified secretaries in the public sector and larger companies remains. Continuous development of IT skills and adaptability improves future prospects.

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 sector.
• What are the highest and lowest salaries for office secretaries?
  - The highest salary is 54,200 SEK and the lowest 27,100 SEK per month.
• Is education required to become an office secretary?
  - A high school diploma with an administrative focus is usually required, but additional courses and internships are highly valued.
• Are there gender differences in salary?
  - Yes, but the difference is small; women earn 99% of what men do in the profession.
• What are the future prospects for office secretaries?
  - The forecast shows moderate demand today, but a slight decrease is expected over five years according to the Employment Service.
• What personal qualities are important?
  - Accuracy, service-mindedness, IT skills, and the ability to handle multiple tasks simultaneously are important qualities.
• Where are most jobs located?
  - Larger organizations, the public sector, and companies in metropolitan areas offer the most positions.