An administrative assistant, sometimes called a secretary, supports an office by handling various day-to-day essential cervical duties to help things run smoothly and efficiently. Administrative assistants are detail-oriented and organized individuals with the ability to multitask as they often wear many hats simultaneously. Most of the time, they’re full-time employees.
Most offices have at least one administrative assistant to handle vital tasks. They might answer phones, handle filing, greet guests, and order office supplies. Without the right administrative assistant, an office cannot run without difficulty.
Let’s go over everything an administrative assistant does and what it takes to become one.
The duties and responsibilities of an administrative assistant vary depending on the employer and industry, but it often consists of clerical tasks. Some administrative assistants work in the front of the house with more face-to-face interaction. Some companies have their administrative assistants work in the back office, mostly behind computers.
Here are some of the office functions that may be included in an administrative assistant job description.
A busy office typically has a receptionist to answer phone calls or an automated system to route calls to the appropriate individual or department. An administrative assistant would screen calls for higher-level professionals in the office and take messages when needed.
Smaller or less busy offices often have their administrative assistants answer all incoming calls and handle as many as they can themselves to lessen the workload of other staff members.
An administrative assistant is responsible for the upkeep of paper and electronic filing systems, ensuring they are organized and easy to access.
An administrative assistant is often responsible for maintaining the books, including order entry and expenses, so the business always knows where they stand financially.
A company can have many incoming emails daily from clients, vendors, and more. An administrative assistant is responsible for handling emails and responding accordingly. They may also handle faxes as they come in.
An administrative assistant spends a lot of time behind the computer handling various essential tasks such as writing reports, conducting research, recording data entry, and maintaining the accuracy of spreadsheets.
Along those same lines, they might be expected to edit memos.
An office can go through a lot of supplies. An administrative assistant often is responsible for maintaining inventory and ordering supplies and office equipment before they run out. They may organize and maintain stockrooms as well. They also price shop vendors to ensure they purchase the needed supplies for the best price.
When an office has a meeting, they typically rely on their administrative assistant to schedule it with all the key individuals that need to attend. The administrative assistant will prepare essential documents and create slideshows or other presentations to help higher-level professionals fully prepare for the meeting.
Someone providing administrative support may also schedule appointments.
When an office has an event, such as a Christmas party, the administrative assistant often acts as the party planner. They will plan almost every detail of the event, from purchasing supplies, choosing the menu, hiring vendors, and helping with the day of setting up to ensure the party is a success.
An administrative assistant will help plan travel arrangements for senior-level staff members. They will book flights, rent cars, make dinner reservations, and plan activities.
Some offices receive a lot of mail daily. The administrative assistant opens the correspondence, discards any junk, and ensures important pieces get in the hands of the right employee in the office.
As visitors come into an office, the administrative assistant is often there to greet them. They act as gatekeepers to higher management and decide who gets through to them.
As unique projects come up, management often puts them in the hands of their administrative assistant to tackle when possible. The administrative assistant also handles various clerical tasks that help management’s days run smoothly and efficiently. For example, they may handle dictation and take minutes during meetings.
An administrative assistant commonly maintains higher-level management schedules to ensure they never get double booked. They schedule meetings and appointments and update the schedule as things cancel or reschedule.
There are several skills that administrative assistants need to succeed in the role. While the exact duties required of administrative assistants vary depending on the employer, the competencies needed are the same. Here are the administrative assistant skills necessary to be great at your job.
Administrative assistants communicate with staff, clients, and vendors daily, so excellent communication skills are a must. They also respond to emails, including customer support inquiries, so written and verbal communication skills are required.
Administrative assistants often find themselves wearing multiple hats. They must have the ability to smoothly multitask to complete the essential duties. Answering phones while filing documents or making spreadsheets is not uncommon, so they must be able to handle various tasks simultaneously and successfully.
An administrative assistant needs to use multiple computer programs such as Microsoft Office, QuickBooks, and a customer relationship management system. They must have a good working knowledge of these programs to complete their work successfully. Typing skills are required for administrative assistants as well.
The day-to-day duties of an administrative assistant consist of interacting with many people. The best administrative assistants are natural people pleasers and have a friendly and outgoing demeanor. They maintain a positive attitude and can get along well with most people.
A business relies on its administrative assistant to maintain files and organization in the office, so they must independently keep things in order. They must have excellent attention to detail to keep the office neat and running efficiently.
Administrative assistants often work without supervision and have a variety of tasks that need their attention. They must effectively prioritize to ensure critical duties get handled.
Administrative assistants also have to make decisions on many other parts of their job, such as shopping for vendors, making travel arrangements, and deciding which calls get through to higher-level management. Excellent decision-making skills are a must to be successful as an administrative assistant.
Administrative assistants often find themselves working independently with little supervision or direction on what to do next. They must motivate themselves and have great time management skills, so they get their essential duties completed on time to maintain working order in the office.
Administrative assistants work in an office setting and typically work 9-5 hours. Although almost every industry needs an administrative assistant, the working environment does vary depending on the company they’re employed by.
Today, many companies offer remote positions, including virtual administrative assistants. In this case, they work from home or another remote location completing all of the same duties as they would in the office.
Administrative assistants minimally have a high school diploma. Many have or are working on receiving Associates or Bachelor’s degrees. To be more valuable and in demand, some administrative assistants continue their education to obtain additional certifications such as an Administrative Assistant Certification (CAA).
It’s beneficial for administrative assistants to advance their skills to stay in demand and offer more value to a company. Administrative assistants can take courses and receive certifications in common computer programs used, such as Microsoft Excel and Powerpoint. Microsoft offers certificates for their specific programs, including a Microsoft Office Specialist (MOS) certification after completely quick courses and passing the required test.
Many administrative assistants learn how to complete the required tasks while on the job, including during the onboarding process. Some companies will train their new hires for a few weeks by shadowing an experienced professional in the office, such as the office manager. During the job training, the newly hired administrative assistant will learn the technology, databases, and programs they use in the workplace.
The salary of an administrative assistant varies depending on several factors, including geography. The education level and experience also play a factor in their pay. An administrative assistant with a higher skill set is more valuable to a business, so they’re willing to offer better pay to attract top talent.
The average salary for an administrative assistant is around $40,000 annually. The overall employment rate for this position is expected to decline, but the need for administrative assistants will remain within many companies.
An administrative assistant supports an office by completing critical tasks, which are mostly clerical duties. They play an important role in helping the office run smoothly and maintain organization. The administrative assistant position can be found in almost every industry, and some businesses need multiple professionals in the role to complete the essential duties.
Administrative assistants are detail-oriented individuals who are great communicators, can multitask successfully, and make decisions independently. These individuals are often characterized by their resourcefulness, attention to detail, and ability to manage several complex tasks at once. Exceptional administrative assistants are extremely valuable to a business, and most companies cannot operate without one.
Are you ready to hire an administrative assistant for your company or want to become one? If so, contact the Pocketbook Agency today!
Sources:
Administrative Assistant Certification (CAA) | NCC Board
How to Become an Administrative Assistant in 5 Steps | Learn