What is administrative assistant ?

Administrative Assistant is a broad job category that designates an individual who provides various kinds of administrative support to people and groups in business enterprises.

Job Duties Administrative assistants perform clerical duties in nearly every industry. Some administrative assistants, like those in the legal industry, maybe more specialized than others. Most administrative assistant duties revolve around managing and distributing information within an office. Bookkeeping Administrative assistants in some offices may be charged with monitoring and recording expenditures. Duties may range from creating spreadsheets to reporting expenses to an office manager. Planning and Scheduling Planning events like board meetings and luncheons may also be the responsibility of administrative assistants. Documentation Administrative assistants may also help office members with documentation. Aside from storing, organizing, and managing files, assistants may need to type, edit and proofread documents. Specialized Administrative Assistant Duties Administrative assistants in some fields may be required to have extensive professional knowledge. Accordingly, duties for these assistants may be more specialized.

For example, legal administrative assistants may need to have a thorough understanding of legal terminology and procedures, while medical assistants may need to be well-versed in dealing with insurance companies and reading medical reports.

Employment Outlook and Salary Information Average employment growth of 12% was expected for secretaries and administrative assistants, from 2012-2022, according to the U.S. Bureau of Labor Statistics (BLS). General secretaries and administrative assistants, not serving as legal, medical or executive secretaries, earned an annual median wage in 2013 of $32,840, according to the BLS.

Administrative assistants perform a range of administrative tasks in an organization.

Administrative assistants may perform the following tasks:

• sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail.
• write business letters, reports or office memos using word processing programs

• operate a range of office machines such as photocopiers, computers, and faxes
• file papers and documents
• Excellent customer service skills
• Assisting with all aspects of administrative management, directory maintenance, logistics, equipment inventory, and storage
• Scheduling and coordinating meetings, interviews, events and other similar activities
• Preparing business correspondence, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)
• Data entry using the 10-key keypad
• Managing files
• Address resident concerns in accordance with company policies
• Performing multifaceted general office support
• Answering the phone
• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Specialisations:

Administrative assistants may be required to carry out numerous tasks in a small office or to concentrate on just one or two specific tasks in a larger office.

Administrative assistants usually work indoors and may work alone or in a team with other administrative assistants, professional and technical staff, and tradespeople. Experienced administrative assistants may undertake more complex tasks and responsibilities.

Personal Requirements:

neat personal appearance.

Administrative Assistant Job Responsibilities:

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Administrative Assistant Job Duties:

Administrative Assistant Skills and Qualifications:

Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication