Administrative assistant job description

Administrative assistant job description


Administrative assistants (also shortly referred as admin asst) are staffs responsible for providing administrative support to the organization and ensuring its efficient operation.  Administrative assistants support managers and other staffs throughout the organization for variety of tasks relevant to organization and its running.  They carry out different clerical duties to make certain of smooth completion of tasks.

In short, administrative assistants provide clerical services by executing administrative system, procedures and policies, and also supervising administrative projects. If you like to very well organized, can pay close attention for long hours and like to be in a team this is an ideal career choice for you.

Basic roles, duties & responsibilities of administrative assistant

So, what does an administrative assistant do? The duties and responsibilities of an administrative assistant varies from in relation to organization, size of employer and responsibilities.

  • Writing letters
  • Answering email and telephone queries
  • Word processing
  • Constructing and maintaining filing system
  • Create and distribute memos, letters, faxes and forms
  • Manage incoming and outgoing posts
  • organizing appointments and keeping diaries
  • assisting in preparation or schedules and reports

The work is mostly office based and you will work normal office hours from 9 to 5.  However, there are many part time works available for administrative assistants giving you flexible working options.

Employers of administrative assistants

Administrative assistants perform wide variety of functions responsible for smooth functioning of any organization.  This is why all organizations employ an administrative staff.

  • Educational institutes and universities
  • Government and public offices
  • Advertisement and publication houses
  • Hospitals
  • Charity organizations
  • Legal and financial firms
  • Communication and marketing agencies
  • Retail businesses
  • Corporate organizations

Qualification and training

Qualification and training differs between employers. Some look for educational qualifications such as GCSEs, preferably in Math and English, whereas others look for proficiency in keyboard, telephone and filing skills. Academics from any educational background can pursue this career if they have right experience and skills.

However, to grab a job as administrative assistant, a degree in the following subjects might increase your odds:

  • Secretarial studies
  • Business languages
  • Business management
  • Public administration
  • Law

Aspiring individuals can find many temporary works through an agency, which can be a fruitful warm up on one’s way to a permanent job. You can also be an administrative assistant via different apprenticeship programs available on your area. There are also tailor made secretarial courses available in mostly private institutions.

Required skills for Administrative Assistant

Administrative assistants have to cover wide range of functions at the same time. For this, you need to have some certain skills and abilities to perform your works efficiently. Here are some skills one must acquire to work as an administrative assistant:

  • Attention to detail
  • Good numeracy skills
  • Good communication and interpersonal skills
  • Ability to work under pressure and meet deadlines
  • Excellent organizational skills
  • Honesty and credibility
  • Ability to work alone and as a team member
  • Poised and pleasant telephone manners

 


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