what is an administrative assistant?
As an administrative assistant, you deliver general office support and complete administrative tasks, including scheduling appointments, making travel arrangements, and preparing reports. Your duties are secretarial. You should expect to take notes in meetings, answer phone calls, and oversee the logistics of the office. You also collaborate with multiple supervisors about projects while managing other secretaries.
Administrative assistants working in specialized fields or as executive administrative assistants often require additional training or education. In these positions, your duties exceed secretarial tasks, such as restocking the office with new supplies. You also send and open the mail and coordinate different schedules.
As an administrative assistant, you are a source of information for the public and the face of the company. This requires a high level of professionalism and the ability to remain composed in different circumstances and settings. You also manage and complete performance reports on other administrative assistants, especially if you work for a large corporation with many employee teams. When the company hires new employees, you help with their paperwork, training, and setting up their workspaces.
An administrative assistant manages a complex calendar for personal appointments and professional meetings for several managers and supervisors. Your role also requires performing industry-specific research and creating documents for upcoming presentations or meetings. Daily tasks involve proofreading and preparing different types of reports.
Would working as an administrative assistant suit your interest? Then, read on to find out what competencies and qualifications you need to thrive in an administrative assistant role.
view jobs near youaverage administrative assistant salary
Administrative assistants are an indispensable part of any organization. According to the U.S. Bureau of Labor Statistics, the average annual salary for administrative assistants is $44,080, which is equivalent to an hourly rate of $21.19. However, this figure varies based on several factors.
Experience is the primary factor that determines an administrative assistant's salary. Those with more years of experience and proven skills tend to command higher wages. Additionally, individuals with relevant degrees or certifications may receive higher compensation. Employers will increase your salary since you bring more hands-on skills to the company when you have better qualifications and skills. Additional competencies, like bilingual abilities, help the company deal with international clients better, and your compensation may reflect the extra qualifications.
Geographical location influences an administrative assistant's salary. Salaries may differ based on the cost of living in a particular region. For example, administrative assistants in metropolitan areas or cities with a higher cost of living may receive a higher salary than those in less expensive areas.
The industry in which an administrative assistant works can also impact their salary. For instance, those employed in finance, legal services, or healthcare sectors may receive higher compensation due to the specialized knowledge and skills required in these fields.
Would you like to know what an administrative assistant earns? Where are the highest salaries paid for administrative assistants? Then check out this administrative assistant salary page and find out all about the salary of an administrative assistant in the USA.
types of administrative assistant
The types of administrative assistant positions include:
- legal administrative assistants: You assist lawyers and paralegals with administrative work. You file clients' paperwork, conduct research, and take notes during client consultations. You also receive correspondence and send letters on behalf of lawyers.
- executive administrative assistants: You help top-level managers accomplish their functions. You prepare their work schedules, organize appointments, and write meeting minutes. Other administration tasks may include hiring employees and bookkeeping.
- local government administrative assistant: You support local city or municipality council departments. You also help members of the public in receiving government services.
working as an administrative assistant
Working as an administrative assistant involves helping the company ensure all operations run smoothly. Let's explore some of the duties of an administrative assistant.
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administrative assistant job description
Some of the tasks of an administrative assistant:
- managing company documentation: You manage the company's documentation. You create, edit, and file documents from various departments and complete administrative procedures on time.
- completing clerical and secretarial work: You perform clerical and secretarial duties like handling telephone calls, drafting letters, and distributing mail to various departments. You also schedule meetings and appointments, organize business trips, and manage diaries for senior employees.
- bookkeeping tasks: You record sales and purchase invoices, prepare financial statements, and ensure accurate accounting records. You also manage the company's petty cash accounts.
- human resource duties: You assist with onboarding and filing the paperwork for new employees. You update company records to simplify the payroll process.
- coordinating office logistics: An administrative assistant is responsible for coordinating various office logistics, such as stocking essential supplies, inspecting equipment, and organizing the workplace. This includes reaching out to vendors, managing office equipment maintenance, and overseeing the general tidiness of the office space.
- facilitating communication: Acting as a communication hub, you relay information between different departments. This involves responding to emails, answering phone calls, and maintaining effective communication channels within the organization.
- event planning and coordination: Administrative assistants often take on the role of planning and coordinating company events, such as conferences, seminars, or team-building activities. This includes arranging venues, catering, and accommodations. Along with that, administrative assistants may have to manage invitations and RSVPs.
The responsibilities of an administrative assistant cover many administrative and organizational tasks.
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administrative assistant work environment
As an administrative assistant, you generally work in an office setting. Your position may occasionally require travel, specifically to attend work-related functions and conferences the company hosts, so you need to keep in touch with a travel agent. Sometimes, you might travel to manage an event and help managers stay organized.
A wide range of businesses employ administrative assistants including hospitals, schools, private enterprises, and government agencies. They rarely telecommute and are typically expected to fulfill their duties in the office. Your office will be near that of managers or executives. Often, you share office space with other secretarial staff. Some companies have remote working opportunities for virtual assistants.
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who are your colleagues?
Depending on your employer, your colleagues may include receptionists, typists, secretaries, and personal assistants. You might also work close to administrators, office managers, and other specialists, including project managers, sales executives, and finance analysts.
Depending on the size and structure of the organization, your interactions might extend to IT specialists, marketing professionals, and legal advisors. This network of colleagues enhances your role as an administrative assistant. You will have varied perspectives that contribute to the overall success of the team and the organization.
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work schedule
The typical work schedule of an administrative assistant is 9 AM to 5 PM on weekdays. You're often expected to be present during the normal operating hours of the business to meet customers' needs and fulfill managerial requests. Most administrative assistant positions are full-time. Small companies often have part-time positions, especially if there's less work to handle. The average position requires working 35 to 40 hours each week.
Certain administrative assistant roles come with the benefit of flexible work hours. With that, individuals can tailor their schedules to better suit personal needs or commitments. This flexibility enhances work-life balance and job satisfaction. Generally, companies understand the importance of maintaining a healthy work environment and do not impose overtime requirements on administrative assistants during weekends or nights unless there are specific project deadlines or exceptional circumstances. This approach to work scheduling contributes to administrative professionals' overall well-being and productivity.
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job outlook for administrative assistant
As an administrative assistant, the potential for specialization spans several industries, such as information technology, accounting, or payroll. These areas allow you to hone industry-specific skills and knowledge. Additionally, you can transition into specialized roles, such as legal administrative assistant or executive assistant, with more training. In those roles, some of your responsibilities may include managing legal documentation or supporting high-level executives.
Beyond these roles, some administrative assistants seek supervisory positions, which can turn into office manager or administrator careers. Pursuing management courses may open doors to even greater career advancement. They enable you to step into managerial roles where strategic decision-making and leadership are integral to your responsibilities. This adaptability and upward mobility showcase the dynamic nature of the administrative assistant role. Even networking enhances your skills and broadens your career horizons. If you select this career, you have plenty of opportunities for professional growth and career diversification.
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benefits of working for randstad as an administrative assistant
Working through Randstad offers you a range of benefits:
- being paid weekly
- flexibility
- always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
Want a permanent contract? But you wonder why it would be interesting for you to work with a staffing company? A temporary job as an administrative assistant is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too!
administrative assistant skills and education
You need the following educational qualifications to succeed as an administrative assistant:
- high school diploma: Many entry-level administrative assistant positions require at least a high school diploma or its equivalent. This education demonstrates that a candidate has basic academic proficiency and essential skills.
- post-secondary education: Some employers may prefer or require candidates with college education, such as an associate's degree or a certificate in office administration, business administration, or a related field. These programs often cover office procedures, communication skills, and software applications.
- software proficiency training: Administrative assistants should have experience using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Additional knowledge of other relevant software tools may also be beneficial.
- workshop training: Professional development opportunities and seminars can also enrich your knowledge and stay updated on industry trends.
- internships: Internships or on-the-job training programs provide practical experience. They can bridge the gap between theoretical knowledge and real-world application. Exposure to daily tasks and challenges during these experiences enhances your adaptability and problem-solving capabilities.
skills and competencies
Some of the administration skills and competencies needed in the role include:
- technical skills: You need technical skills to perform data entry tasks, manage calendars, and prepare company reports. You need to be familiar with various software like spreadsheets, customer relationship management systems, and virtual help desks. Technical skills help you complete your responsibilities efficiently.
- communication abilities: You need exceptional communication skills. Your employer needs to trust you to be the company's voice when handling customer correspondence. You should speak to people professionally and have a friendly and positive attitude when talking to customers and guests.
- organizational skills: You require organizational skills to keep up with your schedules and ensure you have a well-run and organized office. Your role often includes organizing team schedules, files, and events. Your fellow team members can follow your filing system when you have organizational skills. You also won't misplace important documents in the office.
- time management: Since you are a resource for most workers in the company, your time is always stretched. Time management helps you properly allocate and plan your schedule to ensure you assist all departments. It also improves your productivity and performance and helps you become a better resource for your team.
FAQs about working as an administrative assistant
Here, you will find answers to the most frequently asked questions about administrative assistants.
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are there advancement opportunities for an administrative assistant?
Administrative assistants can advance to executive assistant, office manager, or administrative services manager. Some may transition into human resources or industry-specific roles, like a paralegal in a law firm.
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what software and office equipment does an administrative assistant use?
Administrative assistants should know how to use Microsoft Office Suite, Google Workspace, project management software such as Asana or Trello, and communication tools like Slack or Zoom. Also, they will want to be familiar with printers, scanners, and multi-line telephone systems.
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what are the top three skills of an administrative assistant?
An administrative assistant must possess three key skills: outstanding organizational abilities, strong communication skills, and proficiency in office software and technology. Along with that, attention to detail, multitasking abilities, and adaptability are other characteristics needed to be successful in this role.
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what is the difference between a secretary and an administrative assistant?
Administrative assistants have decision-making responsibilities, work on projects, and complete clerical tasks. Secretaries usually work under administrative assistants and focus mainly on clerical duties.
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how do I become an administrative assistant?
You can qualify as an administrative assistant by completing a diploma or certificate course in business administration. On-the-job training opportunities are also another way to enter into this role.
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how do I find a job as an administrative assistant?
Applying for a administrative assistant job is easy: create a Randstad profile and search our administrative assistant jobs for vacancies in your area. Then simply send us your CV. If you do not have a resume, no worries. Just check out our resume builder. This state of the art tool will help you to create your own resume. Need help with your application? Check out all our job-hunting tips!
