Administrative assistants perform common clerical and administrative tasks, such as compiling and editing documents, answering phones, setting up appointments and scheduling meetings. Congrats – you’re a total office hero. There are also different levels of assistants, which can impact their duties. Familiar with a variety of the field's concepts, practices and procedures. Administrative assistants are responsible for providing different kinds of administrative support to groups and people in business enterprises. 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. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Collects, reviews and analyzes complex and/or confidential information and creates reports, charts, budgets, and other presentation materials. The term “administrative assistant” could sometimes be a formal title, or a general description of an employee’s job in an 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. Writing letters and emails on behalf of other office staff. In smaller companies, where such roles may not exist, employees must work together to ensure that administrative duties are completed. *Indeed provides this information as a courtesy to users of this site. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Our company is seeking an Administrative Assistant to manage the office, supervise staff and handle duties for senior management. Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Administrative Assistants handle routine and advanced duties for other professionals. An Administrative Assistants job description, including their routine daily duties: Carrying administrative duties such as filing, typing, copying, binding, scanning etc. Supports managers and employees through a variety of tasks related to organization and communication. To get you started, here are some tips for creating an effective job description. Please read our privacy policy for more information. 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. 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. Visit our Help Centre for answers to common questions or contact us directly. 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. Terms & Conditions   Privacy Policy 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. See how we helped this executive assitant revamp her resume. Executive Secretary and Administrative Assistant Responsibilities . Administrative Assistant Duties and Responsibilities The duties described below apply to administrative assistants in different environments including sales, marketing, medical, legal and human resources. To write a resume for this position, the job description example above contains the necessary information that can be used. 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. Administrative Assistant Job Responsibilities. We make the hiring process one step easier by giving you a template to simply post to our site. Ensuring a steady completion of workload in a timely manner is key to success in this position. These duties are often performed by a secretary, receptionist, administrative assistant, executive assistant or office manager. See how we helped this executive assitant revamp her resume. Administrative Assistant Job Description Administrative assistants are the key members of the administration department of an organization. When you’re an administrative assistant, everyone’s always counting on … 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. Answers phone calls, schedules meetings and supports visitors. Knowing All The Resources. This generally includes answering … A great job description starts with a compelling summary of the position and its role within your company. Subscribe today to get job tips and career advice that will come in handy. Responsible for confidential and time sensitive material. How Do I List 20 Years of Experience on My Resume? Administrative Assistants ensure that everyday office tasks are completed properly. We are looking for an individual who is efficient and comfortable being a member of a team. They can have a very wide array of clerical duties, depending on the type of administrative support needed by the company where they work. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking. Administrative assistants perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Careers in this category may also have the title of administrative coordinator, department assistant or administrative associate. Traditionally, an Administrative Assistant job description highlights the importance of organisation skills, communication skills and the capacity to manage several tasks or requests simultaneously. Your information is secure. Administrative Assistant Job Responsibilities: Provides administrative support to ensure efficient operation of office. The duties of an administrative assistant may include a variety of clerical and administrative tasks. This may include education, previous job experience, certifications and technical skills. 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. Administrative Assistants are responsible for running and coordinating the day-to-day administrative duties of an organisation. You may also include soft skills and personality traits that you envision for a successful employee. 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. Learn about the education and job requirements, as well as a list of administrative duties, to see if … Answering telephones, arranging for meetings and travel, and managing schedules are some common examples of administrative assistant duties and responsibilities. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. (Oh you thought the OZ analogy was done? Administrative Assistant - Bilingual performs secretarial and administrative duties in two or more languages. Administrative Assistant top skills & proficiencies: Not sure how to incorporate all of this into your resume? Book conference calls, rooms, taxis, couriers, hotels etc. A busy law enforcement agency relies on a highly skilled and organized administrative assistant to help keep it running efficiently. Responsible for confidential and time sensitive material. The general term will optimise your job title to show up in a general search for jobs of the same nature. Supports managers and employees through a variety of tasks related to organization and communication. The administrative assistant job description can differ from company to company but these are the typical duties and responsibilities of the administrative assistant job. This Is the Most Essential Trait You Need to Land Any Job. 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. Administrative assistant job description: Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. The ideal candidate for this job is resourceful, a good problem solver and organised. An administrator makes sure all staff under his/her supervision is working under the job description provided by the jobholder. Candidates should have extensive software skills, research experience and strong communication skills. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments, sort mail, prepare invoices and offer general staff support. 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. Carries out administrative duties such as filing, typing, copying, binding, scanning etc. 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. Administrative assistant positions range from entry to senior-level. When some think about administrative assistant duties, they picture the stereotypical secretary of yore. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. Organize travel arrangements for senior managers, Write letters and emails on behalf of other office staff. They perform clerical and administrative duties that help your organization run more efficiently. He/she should familiar with the direct reporting line of all staff as well as under his/her staff. The professional experience section of the resume can be prepared with the list of duties and responsibilities of an administrative assistant shown above. And if your position is specialised, consider including the specialisation in the job title as well. Job description. Typically reports to a manager or head of a unit/department. 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. May direct and lead the work of others. Maybe they answer phones, handle files, and make coffee. Administrative Assistant IV provides administrative support in a variety of functions to an executive, team, department or another group in an organization. These specialist admin assistant tasks can be combined with the duties of a general administrative assistant to get the full job description. Collects, reviews and analyzes data and prepares reports, charts, budgets and other presentation materials. 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. 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 ? Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms. Carry out administrative duties such as filing, typing, copying, binding, scanning etc. The responsibilities and duties section is the most important part of the job description. This free Administrative Assistant job description sample template can help you attract an innovative and experienced Administrative Assistant to your company. 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. An Assistant Administrator provides administrative support to the employees in your company. 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. Administration support and administrative assistance are key to the efficient operation of a unit, department or company. Next, outline the required and preferred skills for your position. 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