Job Overview

Administrative assistants oversee routine and advanced duties for other professionals. They work closely with administrators and other employees to organize files, create correspondence and prepare reports or documents. Their job is to complete a range of clerical tasks including managing calendars, sorting mail and preparing invoices. Administrative assistants may also be responsible for helping to plan events and managing their supervisors’ schedules. Administrative assistants lighten the load for those they report to by doing many of the menial tasks that might otherwise bog their supervisors down. As each executive may have varying needs, the expectations for administrative assistants can vary from one job to the next. An administrative assistant may be required to do any of the following:
Answer phones and greet visitors
Schedule appointments and maintain calendars
Schedule and coordinate meetings
Collate and distribute mail
Prepare communications such as memos, emails, invoices, reports and other correspondence
Write and edit communications, from letters to reports and instructional documents
Create and maintain filing systems, both electronic and physical
Manage accounts and perform bookkeeping. Administrative assistants display varied skills and qualifications. They operate in the background, supporting administrators so they can succeed in their specific roles at the company. A few specific skills that an administrative assistant should possess include:
Decision-making: administrative assistants need to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
Communications and collaboration: An administrative assistant must collaborate with other administrators and support personnel, management and clients on a regular basis.
Organizational skills: The ability to maintain order helps ensure executives don’t miss appointments or deadlines.
Writing: Their emails, letters, documents and social media posts reflect upon their employers, so they need to know how to write professionally, using proper spelling and grammar.

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