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Get to know about the duties, responsibilities, qualifications, and skills requirements of an administrative assistant. Feel free to use our administrative assistant job description template to produce your own. We also provide you with information about the salary you can earn as an administrative assistant.

 

Who is an Administrative Assistant?

An administrative assistant is a clerical support specialist who works for a corporation or organization. This person is frequently the first point of contact for both internal and external parties. In other words, an administrative assistant (admin assistant) or administrative support specialist is a person who is responsible for providing various types of administrative assistance. An Administrative Assistant, also known as an Administrative Aide, is tasked with assisting an administrative professional in staying organized and completing work so that they can focus on more advanced responsibilities. Their responsibilities include scheduling meetings with Administrators, greeting office guests, and writing paperwork on their behalf. Administrative assistants play a critical role in the organization, management, and smooth operation of an office.

The majority of administrative assistants are in charge of clerical and organizational responsibilities such as file organization, appointment scheduling, aiding other staff members, and producing mail or communications. Administrative assistants also deal with spreadsheets, prepare presentations and reports, and administer databases on computers. Administrative and executive assistants may also be in charge of purchasing, managing supplies, and interacting with vendors, depending on the company. Administrative and office personnel are, at the end of the day, the backbone and lifeblood of many firms. Offices would not run as smoothly or efficiently without them.

 

Administrative assistants do a variety of secretarial tasks to help with organization and productivity in a professional or corporate context, typically in an office setting. Most administrative assistant roles, on the other hand, necessitate skills and a level of expertise that go much beyond that of a standard secretary. Administrative assistants’ major responsibilities, as the title implies, are primarily related to the administration side of the firm or organization, to aid senior and executive-level employees. Preliminary interviews of court witnesses may be the responsibility of a legal assistant. Even so, most administrative assistant jobs include certain clerical duties, such as answering phones, scheduling appointments, typing mail, filing, and so on. They may also be expected to inventory and reorder office supplies, maintain accounting records, and perform other routine office administration tasks. Administrative assistants, on the other hand, are required to be equally skilled in the use of a variety of computer applications and database systems, as well as possess great communication and project management abilities. Many administrative assistant jobs entail taking on more significant responsibilities, such as managing trade exhibits, giving presentations, and developing other marketing collateral items.

Administrative assistants can work for a professional using technology rather than being confined to a particular place. Many administrative assistant positions necessitate particular knowledge and skills. Some administrative assistants work as executive secretaries, medical secretaries, or legal assistants, for example. The core responsibilities of running an office remain the same, but these professions additionally require industry-specific abilities such as data analysis, patient records, and legal document authoring. Additional administrative assistant employment requiring specialty can be found in real estate, insurance, research and development, government, education, and a variety of other industries. Administrative assistant tasks and duties include providing administrative support to ensure the workplace runs smoothly. Supports managers and staff with a variety of organizational and communication responsibilities. Administrative assistants are in charge of sensitive and confidential information. Familiar with a wide range of concepts, techniques, and processes in the field. Ability to communicate effectively via phone and email to ensure that all Administrative Assistant tasks are handled accurately, with high quality, and on schedule. Others’ efforts may be directed and led by you. To plan and achieve goals, rely on your experience and judgment, and expect a lot of creativity and latitude. A manager or the head of a unit/department is usually the person to whom they report.

 

Administrative Assistant Job Description

Below are the administrative assistant job description examples you can use to develop your resume or write an administrative assistant job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

• Organize the office procedures.
• Respond to questions via email, phone, or in person.
• Improve administrative systems by developing and updating them.
• Resolve any administrative issues.
• Sort receipts and distribute
• Answer and transfer phone calls.
• Maintain a calendar of employee appointments.
• Supervise and supervise the work of subordinate employees.
• Keep track of staff vacations.
• Coordinate repairs to office equipment.
• Welcome visitors to the office and assist them.
• Photocopy and print documents on behalf of other coworkers.
• Communicate respectfully and professionally.
• Carry out clerical and administrative tasks.
• Carry out data entry.
• Confirm senior staff bookings at a restaurant.
• Answer and direct calls.
• Organize and schedule appointments and meetings.
• Keep contact lists up to date.
• Produce and distribute memos, letters, faxes, and forms in correspondence.
• Assist in the preparation of reports that are due regularly.
• Make a filing system and stick to it.
• Order supplies for the office.
• Plan your trip.
• Report on expenses and reconcile them.
• Generically assist guests.
• Answer queries and requests for information to provide information.
• Take notes on the spot.
• Produce presentations based on research.
• Make a report.
• Prepare and track invoices.
• Help administrative employees develop using information, educational opportunities, and possibilities for experiential growth.
• Complete preventative maintenance requirements, request repairs, manage equipment inventories and evaluate new equipment and techniques to ensure equipment operation.
• Maintain supply inventory by checking stock to establish inventory level, forecasting needed supplies, making and expediting supply orders, and verifying receipt of goods.
• Attend educational programs, consult professional publications, build personal networks, and join professional associations to keep your professional and technical knowledge up to date.
• Contribute to the team effort by completing related tasks as needed.
• Perform administrative tasks like filing, typing, copying, binding, scanning, and others.
• Arrange for senior managers’ travel.
• Complete office duties such as filing, preparing reports and presentations, setting up for meetings, and reordering supplies.
• Provide real-time scheduling assistance by booking meetings and avoiding conflicts.
• Send letters and emails on behalf of other members of the office staff.
• Make arrangements for conference calls, rooms, taxis, couriers, and hotels, among other things.
• Cover the reception desk when needed
• Maintain both electronic and paper filing systems.
• Handle sensitive information confidentially.
• Take detailed minutes at meetings.

 

Qualifications

• A high school diploma is required.
• Associate’s degree from an approved institution or university in a related profession.
• Previous administrative experience is required.
• Excellent computer abilities, particularly in the area of typing.
• Ability to type at a specific words-per-minute pace
• Knowledge of Microsoft Office and/or Google Workspace is required.
• Being multilingual is an added advantage.
• Persuasive writing ability.
• Desire to be proactive and help others have a pleasant experience.

 

Essential Skills

• Decision-making: Regularly, Administrative Assistants must make independent decisions about the best method to tackle various jobs. Administrative assistants are frequently tasked with prioritizing duties and making choices on behalf of their bosses, thus strong judgment is vital.
• Time management: This ability is planning a daily schedule and prioritizing certain responsibilities depending on their value, completion time, and deadlines. Administrative assistants organize their days, weeks, months, and quarters to work in a timely and orderly manner. They also use this talent while scheduling meetings, travel, and other appointments for each day’s schedule for each schedule they oversee.
• Communications and collaboration: To speak and share coherent messages, this competence necessitates professionalism and good workplace etiquette. It also entails active listening to comprehend a speaker’s message and respond or behave appropriately. When speaking over the phone or in person, administrative assistants employ verbal communication. They gauge encounters and respond properly using indicators such as body language and tone. Regularly, an Administrative Assistant must collaborate with other administrators and support staff, management, and clients.
• Organizational skills: This skill entails devising easy strategies for dealing with difficult tasks and establishing order in the workplace. Administrative assistants employ their organizational abilities to precisely file documents, filter incoming and outgoing correspondence, and create processes for completing daily tasks. Administrative assistants also employ their organizational abilities to keep track of each of the professionals they support activities, schedules, and projects. The Administrative Assistant’s tasks revolve around organization and priority. You must be able to organize yourself and others, as well as evaluate which chores in a given list are the most critical. Administrative assistants organize paperwork, folders, and schedules to ensure that an office runs smoothly.
• Writing: To arrange activities and meetings, allocate responsibilities, and make requests, administrative assistants employ textual communication. When composing messages, reports, and other critical documentation, written communication also requires synthesizing information and applying business writing and professional manners. To communicate effectively in writing, you must have excellent grammar and proofreading skills. An Administrative Assistant must be able to spell, punctuate, organize sentences, and write in several styles, including creative, professional, technical, educational, and more. When dealing with supervisors, employees, and customers, administrative assistants use memos and emails. As a result, they must use proper language, be accurate, and speak professionally.

 

How to Become an Administrative Assistant

1. Pursue education

Obtain the most prevalent level of schooling for administrative assistants in your sector or location. If your preferred field requires it, you can also pursue certain disciplines. In addition to skills certificates, entry-level administrative assistants should have a high school diploma or a General Education Development (GED) certificate. Some jobs require at least an associate’s degree, and some employers may even demand a bachelor’s degree. Many organizations will hire candidates who have a bachelor’s degree in any discipline, including business, communication, and liberal arts. Certain organizations and sectors, on the other hand, may prefer administrative assistants with a university education in a certain area that better prepares them for specialized tasks, such as working with financial matters and government agencies. Those without a degree can take technical courses in business writing, documentation, filing and organizing, data processing, and bookkeeping to gain the hard skills needed for administrative assistant jobs. Some positions may accept equivalent experience instead of formal education.

2. Get trained

Many administrative assistants learn the specialized methods and technology linked to their profession while on the job as part of their training. This training may be part of a new company’s onboarding process and can run anywhere from a few weeks to a month. Internal administrative professionals such as office managers or receptionists are frequently shadowed throughout training. New hires may also be required to conduct tasks under supervision until they are confident enough to complete them alone.

3. Acquire relevant professional experience

Temporary or part-time administrative roles can help you get important experience. You might even come across volunteer opportunities that allow professionals to take on more supervised tasks and obtain on-the-job training. While you’re studying for your diploma or degree, look for an administrative position.

4. Earn technical certifications

To prepare for the everyday obligations of an administrative assistant, you can consider gaining technical certifications in business writing, office administration, or software applications, depending on your education and work history. Professionals can use certifications to demonstrate their qualifications to current and potential employers. Administrative assistants can get certifications to improve their theoretical understanding of their roles, evaluate their professional skills, and develop their careers. The following are two of the most prevalent certifications in this field:

• Certified Administrative Professional (CAP)
• Microsoft Office Specialist (MOS)

5. Get your resume ready.

On a resume, you can list your highest level of education, technical or other applicable certificates, and professional experience. The company or role you want to work for should be included in your work experience section. Name of the organization, dates of employment, and an overview of your responsibilities, contributions, and accomplishments An outstanding resume might assist you in obtaining the administrative assistant position.

6. Request administrative assistance to businesses and organizations.

Examine the current work market after obtaining education, certifications, and experience. Choose occupations for which you are qualified based on the number of years of experience required, as well as the level and type of education you have had. This phase will ensure that your job search is optimized and that employers will contact you for an interview.

 

Where to Work as an Administrative Assistant

Administrative assistants work in a variety of industries, although the majority of them work in schools, hospitals, government organizations, and legal and medical offices. The majority of them work full-time in pleasant office environments. Virtual assistants usually work from their homes. Administrative Assistants are often employed by businesses to supervise routine and advanced tasks performed by other experts. They collaborate with administrators and other staff to organize files, compose communications, and generate reports and documentation. Their employment entails a variety of clerical duties, such as managing calendars, sorting mail, and creating bills. They may also be in charge of event planning as well as meeting setup and execution.

 

Administrative Assistant Salary Scale

An Administrative Assistant in Nigeria earns roughly 176,000 NGN per month on average. Salaries range from NGN 93,100 to NGN 267,000. As of May 2020, the average salary for secretaries and administrative assistants in the United States ranged from $26,880 to over $67,510. Salaries for administrative assistants vary depending on an employer’s industry, company size, and geographic region, as well as their level of education, training, and relevant job experience.

 

Administration and Management

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