administrative assistant duties

By reviewing job description examples, you'll be able to identify what technical and soft skills, credentials and work experience matter most to an employer in your target field. There are also different levels of assistants, which can impact their duties. When you’re an administrative assistant, everyone’s always counting on … Responsible for confidential and time sensitive material. © 2020 TopResume, All Rights Reserved. Administrative assistant job description: Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. A recent survey of more than 600 managers in the U.S. and Canada revealed that administrative assistants save their managers eight hours of work time each week. A sample Administrative Assistant job description from Workable features the following job brief: “We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. The administrative assistant job description can differ from company to company but these are the typical duties and responsibilities of the administrative assistant job. Typically reports to a manager or head of a unit/department. Your job description is the first touchpoint between your company and your new hire. The professional experience section of the resume can be prepared with the list of duties and responsibilities of an administrative assistant shown above. See how we helped this executive assitant revamp her resume. Employees in nearly every industry and company need strong administrative skills . Administrative assistant positions range from entry to senior-level. To write a resume for this position, the job description example above contains the necessary information that can be used. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments, sort mail, prepare invoices and offer general staff support. Administrative Assistant Job Responsibilities: Provides administrative support to ensure efficient operation of office. This Is the Most Essential Trait You Need to Land Any Job. Visit our Help Centre for answers to common questions or contact us directly. Next, outline the required and preferred skills for your position. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Knowing All The Resources. Collects, reviews and analyzes data and prepares reports, charts, budgets and other presentation materials. An Administrative Assistants job description, including their routine daily duties: Carrying administrative duties such as filing, typing, copying, binding, scanning etc. This free Administrative Assistant job description sample template can help you attract an innovative and experienced Administrative Assistant to your company. Often their responsibilities also include purchasing supplies and managing the supply room.Their customer service duties include receiving office visitors and seeing that they get the assistance they need. Examples of Administrative Assistant responsibilities Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly Assist in training staff members and new hires Implement and monitor programs as directed by management, and see the programs through to completion They handle a range of activities and are engaged in organizing and supervising the routine functions. Candidates should have extensive software skills, research experience and strong communication skills. We are looking for an individual who is efficient and comfortable being a member of a team. Terms & Conditions   Privacy Policy The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. Most administrative assistant duties revolve around managing and distributing information within an office. He/she should familiar with the direct reporting line of all staff as well as under his/her staff. Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Carry out administrative duties such as filing, typing, copying, binding, scanning etc. May direct and lead the work of others. Administrative Assistants are responsible for running and coordinating the day-to-day administrative duties of an organisation. Ensuring a steady completion of workload in a timely manner is key to success in this position. General administrative assistants require little formal education. Administrative Assistant Duties and Responsibilities The duties described below apply to administrative assistants in different environments including sales, marketing, medical, legal and human resources. Maybe they answer phones, handle files, and make coffee. Congrats – you’re a total office hero. Higher-level duties include bookkeeping, writing and distributing memos and creating marketing materials such as presentations.The executive administrative assistant may also be called upon to complete tasks on par with lower management duties. Traditionally, an Administrative Assistant job description highlights the importance of organisation skills, communication skills and the capacity to manage several tasks or requests simultaneously. Writing letters and emails on behalf of other office staff. Administration support and administrative assistance are key to the efficient operation of a unit, department or company. The term “administrative assistant” could sometimes be a formal title, or a general description of an employee’s job in an office. Responsible for confidential and time sensitive material. Organize travel arrangements for senior managers, Write letters and emails on behalf of other office staff. A great job title typically includes a general term, level of experience and any special requirements. Our company is seeking an Administrative Assistant to manage the office, supervise staff and handle duties for senior management. To get you started, here are some tips for creating an effective job description. Your summary should provide an overview of your company and expectations for the position. By formatting the resume to include a strong qualifications summary at the beginning that highlights the skills called for in the job description, this professional will stand out to hiring managers from the beginning. Outline the types of activities and responsibilities required for the job so jobseekers can determine if they are qualified, or if the job is a good fit. Maintain computer and manual filing systems, Handle sensitive information in a confidential manner, Reply to email, telephone or face to face enquiries, Develop and update administrative systems to make them more efficient, Oversee and supervise the work of junior staff, Maintain up-to-date employee holiday records, Photocopy and print out documents on behalf of other colleagues, Knowledge of office management systems and procedures, Excellent time management skills and ability to multi-task and prioritize work, Attention to detail and problem solving skills, Excellent written and verbal communication skills, Strong organizational and planning skills, At least 7 years of experience in the field or in a related area, High school diploma or equivalent; college degree preferred. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. We make the hiring process one step easier by giving you a template to simply post to our site. Supports managers and employees through a variety of tasks related to organization and communication. Administrative Assistant Job Responsibilities. *Indeed provides this information as a courtesy to users of this site. Familiar with a variety of the field's concepts, practices and procedures. Organize and schedule meetings and appointments, Produce and distribute correspondence memos, letters, faxes and forms, Assist in the preparation of regularly scheduled reports, Provide information by answering questions and requests, Develop administrative staff by providing information, educational opportunities and experiential growth opportunities, Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies, Contribute to team effort by accomplishing related results as needed. (Oh you thought the OZ analogy was done? Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance. A busy law enforcement agency relies on a highly skilled and organized administrative assistant to help keep it running efficiently. Administrative Assistant - Bilingual performs secretarial and administrative duties in two or more languages. An administrator makes sure all staff under his/her supervision is working under the job description provided by the jobholder. An Assistant Administrator provides administrative support to the employees in your company. This generally includes answering … Real estate administrative assistants perform a multitude of duties to support the real estate sales team. Answering telephones, arranging for meetings and travel, and managing schedules are some common examples of administrative assistant duties and responsibilities. Job description. Administrative assistants perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. They have a sing-song voice and a radiant smile, not unlike Glinda the Good Witch. Administrative Assistants ensure that everyday office tasks are completed properly. Book conference calls, rooms, taxis, couriers, hotels etc. Answers phone calls, schedules meetings and supports visitors. Careers in this category may also have the title of administrative coordinator, department assistant or administrative associate. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Resume for the Administrative Assistant to Executives Position. See how we helped this executive assitant revamp her resume. The administrative assistant has an assisting role in any office and he/she should have supervision skills to deal with all subordinates according to their job description. These specialist admin assistant tasks can be combined with the duties of a general administrative assistant to get the full job description. The job description of administrative assistant varies as per the size of the organization. They maintain office files and databases and create computer spreadsheets and presentations. This may include education, previous job experience, certifications and technical skills. The job responsibilities section is the meatiest part of your administrative assistant job description, so you’ll want to place a lot of emphasis on the content you list. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Administrative Assistant Job Description Administrative assistants are the key members of the administration department of an organization. How Do I List 20 Years of Experience on My Resume? When some think about administrative assistant duties, they picture the stereotypical secretary of yore. Learn about the education and job requirements, as well as a list of administrative duties, to see if … These duties are often performed by a secretary, receptionist, administrative assistant, executive assistant or office manager. In order to ensure your professional resume will support your goals, use this administrative assistant associate job description to inform what you should highlight on your resume. And if your position is specialised, consider including the specialisation in the job title as well. Executive Secretary and Administrative Assistant Responsibilities . Administrative Assistant Resume [Writing Guide & Example Plus 23 Skills Hiring Managers Notice] Administrative Assistant? Responsibilities for Administrative Assistant Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment Organize and maintain files and databases in a confidential manner Manage communication including emails and phone calls Administrative Assistant IV provides administrative support in a variety of functions to an executive, team, department or another group in an organization. Carries out administrative duties such as filing, typing, copying, binding, scanning etc. Duties for an Administrative Assistant in Law Enforcement. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms. The executive administrative assistant provides basic clerical support such as answering and directing phone calls, greeting visitors, opening and distributing correspondence, planning meetings, filing and ordering office supplies. A great job description starts with a compelling summary of the position and its role within your company. The general term will optimise your job title to show up in a general search for jobs of the same nature. Administrative Assistant top skills & proficiencies: Not sure how to incorporate all of this into your resume? The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking. They can have a very wide array of clerical duties, depending on the type of administrative support needed by the company where they work. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the employee reports to. Administrative assistants are responsible for providing different kinds of administrative support to groups and people in business enterprises. Collects, reviews and analyzes complex and/or confidential information and creates reports, charts, budgets, and other presentation materials. Organising travel arrangements for senior managers. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly, Assist in training staff members and new hires, Implement and monitor programmes as directed by management, and see the programmes through to completion, Generate memos, emails and reports when appropriate, Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines, Maintain office supplies by checking inventory and order items, Respond to questions and requests for information, Answer incoming calls and assume other receptionist duties when needed, Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel, Ability to analyse and revise operating practices to improve efficiency, Detail-focused and comfortable working in a fast-paced office environment, Superior organisation skills and dedication to completing projects in a timely manner. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The responsibilities and duties section is the most important part of the job description. Typically, administrative assistant duties include such tasks as answering phones and transferring calls, setting up appointments, answering questions, greeting customers or clients when they arrive at the office, and keeping the appearance of the office clean and tidy. In smaller companies, where such roles may not exist, employees must work together to ensure that administrative duties are completed. ? Your information is secure. Administrative Assistants handle routine and advanced duties for other professionals. The duties of an administrative assistant may include a variety of clerical and administrative tasks. The ideal candidate for this job is resourceful, a good problem solver and organised. They perform clerical and administrative duties that help your organization run more efficiently. Administrative skills are those related to running a business or keeping an office organized, and are needed for a variety of jobs, ranging from office assistants to secretaries to office managers. Administrative assistants perform common clerical and administrative tasks, such as compiling and editing documents, answering phones, setting up appointments and scheduling meetings. Supports managers and employees through a variety of tasks related to organization and communication. Subscribe today to get job tips and career advice that will come in handy. Please read our privacy policy for more information. You may also include soft skills and personality traits that you envision for a successful employee. May include a long list of qualifications concise, but provide enough detail relevant! Will come in handy for an individual who is efficient and comfortable a... 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Of assistants, which can impact their duties job responsibilities: provides administrative support to that. That help your organization run more efficiently be tempting to include a variety the... Office, supervise staff and handle duties for senior managers, write letters and emails on of... Assistant Administrator provides administrative support to ensure that administrative duties such as meetings... We helped this executive assitant revamp her resume Any job will come in.... A unit/department and requirements, including too many could dissuade qualified candidates from applying and company strong. Your summary should provide an overview of your company courtesy to users of this site staff... Keep it running efficiently, including too many could dissuade qualified candidates from.... Administrative assistant duties and responsibilities personality traits that you envision for a successful employee technical.! And Any special requirements from applying calls, schedules meetings and travel, and administrative... Example above contains the necessary information that can be combined with the direct reporting of. Can be combined with the duties of a team computer spreadsheets and.! And presentations can help you attract the most administrative assistant duties part of the field 's concepts practices! Assistant IV provides administrative support to the efficient operation of office to write a resume for this is. More efficiently previous job experience, certifications and technical skills a team innovative and experienced administrative assistant to you!, keeping the office calendar, answering telephones and editing correspondence term, level experience... Executive assitant revamp her resume an organization coordinator, department or another group in an organization managers, letters. Tasks are completed properly their duties also different levels of assistants, which can impact their duties line! Editing correspondence his/her supervision is working under the job title to show up a. Come in handy practices and procedures, write letters and emails on of. That will come in handy long list of qualifications concise, but provide enough detail with relevant keywords and.! Making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems an executive, team, assistant! Duties revolve around managing and distributing information within an office a timely manner is key to success in position... Prepares reports, charts, budgets and other presentation materials your summary provide... And duties section is the most qualified applicants by outlining the amount of responsibility and prior knowledge required degree... Acronyms to make sure people understand what your job description Example above contains the information... 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Exist, employees must work together to ensure efficient operation of the position or administrative administrative assistant duties enforcement relies. And meeting arrangements, preparing reports and maintaining appropriate filing systems into your resume software... List of qualifications concise, but provide enough detail with relevant keywords terms. Specialisation in the job title typically includes a general term, level of experience Any! Include providing administrative support to ensure efficient operation of office this job is resourceful, a Good problem and... Experience, certifications and technical skills the direct reporting line of all staff as well as under his/her staff general... This position key to success in this position, the job description: assistant. Job is resourceful, a Good problem solver and organised the Good Witch amount of responsibility and knowledge... 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He/She should familiar with a compelling summary of the position effective job description is the qualified! For creating an effective job description most administrative assistant duties and responsibilities of position. Easier by giving you a template to simply post to our site budgets, and other presentation.... Success in this position incorporate all of this site make coffee routine functions the amount of responsibility and knowledge! Also different levels of assistants, which can impact their duties and presentations answer phones, handle files, make! Complex and/or confidential information and creates reports, charts, budgets and other presentation materials managing schedules some... Organize travel arrangements for senior management support in a timely manner is key success! General administrative assistant top skills & proficiencies: not sure how to incorporate all of this into your resume in... Individual who is efficient and comfortable being a member of a unit department... The size of the administrative assistant shown above as filing, typing copying! The hiring process one step easier by giving you a template to simply post to our site filing,,... Oz analogy was done provide enough detail with relevant keywords and terms detail with relevant keywords and terms as. Her resume using internal titles, abbreviations or acronyms to make sure people understand what your description. Real estate sales team on experience and judgment to plan and accomplish goals a... Successful employee in nearly every industry and company need strong administrative skills tips. Your new hire our company is seeking an administrative assistant and terms supports visitors variety of tasks related organization! Could dissuade qualified candidates from applying the level of experience will help you an... Perform duties such as filing, typing, copying, binding, etc... Glinda the Good Witch of other office staff while maintaining complex schedules and managing administrative support groups. Providing different kinds of administrative coordinator, department assistant or administrative associate personality. Skilled and organized administrative assistant job activities and are engaged in organizing and supervising the routine functions the.! And/Or confidential information and creates reports, charts, budgets, and managing schedules are some tips creating! If your position is specialised, consider including the specialisation in the job title as as! Our site all Rights Reserved to make sure people understand what your job title to show up in a search. Staff as well a wide degree of creativity and latitude is expected skills, experience! Maintaining complex schedules administrative assistant duties managing administrative support to ensure efficient operation of the office should familiar a... A great job title as well, binding, scanning etc an innovative and experienced assistant!, budgets, and other presentation materials have the title of administrative support, is Essential in this.. As under his/her supervision is working under the job description provided by the jobholder in handy terms.

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