What is the job description of an administrative assistant?
This should be the very first question to ask yourself when seeking for and before taking up a job as an administrative assistant.
They are professionals who provide aid to managers, employees and visitors of a company.
An administrative assistant job description also requires that they handle all interactions and transactions between the company and others.
They make sure that all tasks are productive and are for the benefit of the company.
Taking their duties and responsibilities, there are certain skills and qualifications an administrative assistant should possess.
If you want your professional administrative assistant resume to meet your goals, then make use of this job description guide to create that resume.
What does an administrative assistant do?
Administrative assistants coordinate the daily administrative and clerical tasks in an organisation or firm. They support managers, visitors and employees to ensure that activities are positively and productively carried out.
Their job description includes making travel bookings, scheduling appointments and answering phone calls.
What are the duties and responsibilities of an administrative assistant?
Your duties and responsibilities may depend on your employer as well as the size of the firm.
The duties and responsibilities of an administrative assistant are but not limited to these:
1. Answering and directing of calls to the right office or person
Administrative assistants respond to calls, they give answers to callers who need straight forward answers.
But, redirect the calls to the appropriate office or person when necessary.
2. Organising and scheduling meetings and appointments
Administrative assistants keep track of all scheduled meetings and appointments, and ensure that they are successfully held.
They plan, organize and schedule meetings or appointments.
3. Taking detailed minutes during meetings
During meetings or appointments, they take detailed minutes of the meeting.
In some cases, they may read minutes of the previous meeting before the start of a new one.
4. Typing and distributing emails, memos, letters, faxes and forms
Administrative assistants sort out mails, letters, forms and memos and distribute them to the appropriate office of person.
Whenever it is necessary, they also type letters, memos and other correspondence.
5. Making travel arrangement and booking.
It is the duty of an administrative assistant to make all necessary travel arrangements.
From the means of transportation to the accommodation booking must be planned and booked before or during the journey.
6. Placing orders for office supplies when necessary
As a part of the job description of an administrative assistant, they place orders for all office supplies.
Orders must be placed and even delivered before the firm runs out of those supplies.
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Some other administrative and clerical tasks an administrative assistant undertakes are:
- Helping in the planning and preparation of scheduled reports.
- Developing a good system for keeping records
- Updating and maintenance of office policies.
- Come to an agreement with executive and senior administrative assistants on how to handle queries and requests from senior managers.
What qualifications do I need to become an administrative assistant?
A bachelor’s degree in management or other related fields may not be Manda, but is an advantageous.
The minimum level of education an administrative assistant should have is a high school diploma or GED.
High school leavers may take up training in word processing and office procedures in a vocational school.
But bachelor’s degree holders make better admimsy assistants most of the time.
Oftentimes, employers prefer to employ those with some years of experience in office management or working as a secretary.
What skills and personality suit an administrative assistant?
In order to effectively carry out all your duties and responsibilities as stated in the administrative assistant job description given to you by your employer, there are some skills you should possess.
Taking the job description of an administrative assistant into consideration, here are some of those skills and attributes employers look out for.
Organizational skills are one of the most valuable skills any administrative assistant should have.
You should be able to keep yourself and others as well organised.
A good administrative assistant should possess excellent communication skills.
You should be able to communicate verbally and in writing.
Being able to communicate well with words helps an administrative assistant relate well with colleagues and visitors.
Good writing skills are important for taking meaningful minutes during meetings and for keeping records.
3.Decision making skills
At some point, while working you may have to make independent decisions.
Therefore a good decision is one of those attributes an administrative assistant should possess.
4.Customer service oriented
The importance of a good customer service skill cannot be overrated.
An administrative assistant will assist visitors and also respond to their calls, while doing this, you must be kind.
5.Time management skills
A good administrative assistant should be capable of managing time in the best way possible.
This is the only way you can effectively attend to all your tasks and complete them.
All multitaskers may not be administrative assistants, but all administrative assistants should be great multitaskers.
Whenever multitasking is not possible, you should prioritize your activities.
Giving more preference to more important tasks than less important ones.
Where do Administrative assistants work?
There are so many organizations that always require the services of an administrative assistant.
The typical employers of administrative assistants range from government organisations to private firms and businesses.
How much do administrative assistants make?
Your salary or wage as an administrative assistant depends on your employer and geographical location.
But on average administrative assistants make $15.42 per hour according to indeed.
More educated and experienced administrative assistants earn up to $32,25 per hour in the United States.
Apart from your geographical location and employer, it is obvious that your qualification and experience also determines your pay.
From the figures above, you can tell that more experienced administrative assistants earn more than their less experienced colleagues.
What should I include in my administrative assistant resume?
Creating a good resume starts with knowing and understanding the job description of an administrative assistant.
Some of the things you may want to include are your skills, experience and qualifications.
Don’t hesitate to make use of this guide on the job description of an administrative assistant to create that professional resume that supports your goal.
What are some questions for an administrative assistant job interview?
Some questions interviewers may ask during an administrative assistant job interview include:
1.What are your strengths?
Try as much as possible to be hit the nail on the head when answering this question.
Tell them about your qualification and experience, for example, you could tell them about the Microsoft office course you completed.
Very briefly, you can also tell them about jobs you handled in the past that were given to you as a result of your strength in a specific area of expertise.
2.How do you manage time?
In answering this question, tell them about apps or tools you use to make time management possible.
You can also tell them that you always allocate time to all the tasks given to you.
And that you stay focused on each task until you have completed it.
3.How do you work with a difficult boss or colleagues or visitors?
This question is aimed at analysing your problem solving skills, and also to find out how well you may work under pressure.
To answer the question, briefly tell them about a past experience without mentioning names.
Tell them how your ability to stay calm in the midst of problems or pressure has helped you work better.
4.what is the role of an administrative assistant in an office?
Usually, the reason for asking this question is to know if you really understand the job description of an administrative assistant.
When responding, feel free to make use of this guide on the job description of an administrative assistant.
5.What is the best part of being an administrative assistant?
To answer this question, simply tell them about some of the things you enjoy or like about being an administrative assistant.
Loving the job makes you more productive.
6.What are your areas of weakness?
When answering this question, you have to be very tactful.
The trust is, your employer doesn’t exactly expect that you are 100% perfect. Therefore saying you have no weakness may be an obvious lie.
But then, you have to find a way to answer this question in order to avoid being disqualified.
Some answers you can give are:
- I pay too much attention to details
- Sometimes I find it hard to let go until I have completed a project
- Most times I focus so much on my job that I give little time to other things
- I find it difficult to say no
Click here to learn more about how to explain these points.
Is the job of an administrative assistant stressful?
The truth is, yes sometimes the job of an admitted assistant may be stressful and demanding.
Although this may not be the case everyday. Some days may be less stressful.
The best way to handle stress is to stay motivated and see stressful situations as an opportunity to improve your skills.
What is the work schedule and environment of an administrative assistant?
Oftentimes, administrative assistants work in an office.
There is no part of the job description that requires working in a field.
The only time you may have to leave the office is if you have letters or errands to delivery in other organizations.
The working hours of an administrative assistant are the regular 8 working hours.
What are some other job titles for an administrative assistant?
Not all job postings or advertisements will use the title ‘administrative assistant’.
Some other titles that mean the same thing are:
- Administrative specialist
- Administrative coordinator
Whichever title is used, the job description is still the same.
Conclusion: administrative assistant job description guide
This guide on the job description of an administrative assistant is well optimized and answers all questions you may possibly have.
Please, don’t hesitate to make maximum use of it to reach your desired goal.
The job of an administrative assistant is good and doesn’t require high academic certification to obtain.
This should be an encouraging factor to high school leavers.
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