Administrative Assistant Job Description

Administrative jobs include office workers such as administrative assistants, secretaries, clerks and other support staff, who perform numerous duties according to their employer’s necessity. Administrative staff supervisors are also employed by many companies. Characteristically, in a larger company a service manager makes his way up from support worker to a manager or supervisor.

General Purpose
The main purpose of an administrative assistant is to perform a wide range of office support and administrative activities for the managers, supervisors and department to facilitate the proficient operation of the organization.   

Main Job Tasks and Responsibilities
The administrative assistant job description includes the following responsibilities:

·        To answer, screen and transfer inbound phone calls

·        Receive and direct clients and visitors

·        To perform general clerical duties including fax, photocopying and mailing

·        Maintaining hard copy and electronic filing system

·        Retrieving documents from filing system

·        Resolving administrative problems and inquiries

·        To prepare and modify documents including drafts, reports, emails and memos.

·         Scheduling and co-coordinating meetings, appointments and travel arrangements for managers or supervisors.

·        Preparing schedules and agendas for meetings

·        To record, write down, compile and distribute minutes of meetings

·        To maintain office supply, inventories, etc.

Education and Experience
An admin assistant job requires the person to be computer literate and have knowledge of relevant software. It also requires him/her to have knowledge of clerical and administrative procedures and systems such as keeping records and filing.
Thus, an administrative assistant is an entry level position available in all organizations.

How to Write Cover Letter for Admin Assistant

 Most administrative assistants or professionals know the significance of a well prepared resume, but you may not understand that it’s often the cover letter that determines whether or not you would be invited for an interview. This document serves as an introduction of the hiring manager with you since it’s often read before the resume. It’s also your first opportunity to make a good impression.
In addition to reinforcing vital administrative skills and experience, a convincing cover letter demonstrates your aspiration to work for the employer and the specific ways by which you can benefit the organization.  
When writing an admin assistant cover letter, keep the following tips in mind:

·        The first thing you need to do is to learn as much as you can about the potential employer so that you can modify the letter as per the opportunity

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·        A good cover letter should begin with a powerful opening paragraph

·        Your cover letter should be  simple and to the point

·        The body of your letter should highlight the key points in your resume and not repeat it.

·        Always close the letter by showing your desire to learn more about the job during an interview.

Many individuals seeking admin assistant job in big organizations prepare their resumes accordingly, but most of them don’t know how to write a proper cover letter for it. Thus, the above tips would help you in writing good cover letters to enable you to attend the interview while finding a good job for admin assistant.      

Admin Assistant Courses

 Admin assistant courses help current and future students of business to locate, assess and choose the best educational program for their requirements. Administrative assistants are more than just secretaries. They are the main people in most offices responsible for planning meetings, creating reports, gathering information, arranging travel and welcoming visitors.
In the past, admin assistants could serve effectively with only a high school diploma, but today they need to take college level Administrative Assistant training and course to develop communication and word processing skills required for the position. The course program could be basic 1 to 2 year course at a community college, or specialized admin assistant course program at bigger institutions intended for admin professionals who work with top level executives.
A well equipped admin assistant would take admin course which leaves him well prepared in typing, spelling, grammar, oral communication, management, customer service, computer and telephone skills.    
As the world of business expands, the job outlook for those who complete an admin assistant course is likely to grow by 12% or more by 2018. Job growth is also expected for admin assistants in the field of medicine.
Individuals who graduate after completing an admin assistant course can expect to earn anywhere in the range of $25000 to $35000 in an entry level position. Executive admin assistants earn approximately $55000, while admin assistants in government jobs earn around $35000. 
Finally, it can be said that you need to undergo an administrative assistant training program if you want to seek a good job in a larger organization.

Executive Assistant Job Description

 The most important responsibility of the Executive Assistant is to support the executive team, both externally and internally. This position involves daily contact with both domestic and international contacts, as well as exposure to sensitive confidential data. An Executive Assistant Job Description is different from an administrative assistant job description largely as the former particularly works by supporting a high level company officer, such as a CEO or CFO.     


Essential Duties and Responsibilities

·        Create routine communication and reports for the signature of the executive team. Prepare presentations outlined by the executive team in written or oral directions.

·        Take necessary actions allowed in the executive’s absence and use judgment and initiative to see that matters requiring attention are referred to the higher authority.

·        Prepare presentations for the executive team for board and staff meetings, and meetings with visiting VIPs.  

·        Act as a liaison with visiting VIPs by booking hotel rooms, arranging meeting space and transportation to and from the hotel.

·        Record minutes of meetings and prepare and distribute copies of meeting minutes to all members, so that correct records are kept of all meetings.

An executive assistant, similar to an administrative assistant is often the first person that the visiting guests speak to. The role of an executive assistant is very much different to that of an administrative executive as the former assists an executive and works at the top level, whereas the later works on a clerical level. Thus, the executive assistant job is far more significant and stressful than an admin assistant job.

Administrative Assistant Training

Administrative assistants are professionals who help presidents and other high level officers at an organization. They basically run the office by completing decisive administrative and clerical duties. As a result, administrative assistants with a college degree through a program that teaches a wide variety of office skills have the greatest opportunities for employment.

Admin assistant courses cover topics such as economics, business basics, and office computer applications. Students learn how to prepare credentials such as statistical reports, manage projects and perform accounting tasks. Further, the classes focus on online communications and business writing along with business law, business management, keyboard techniques and office procedures.

After completing an admin assistant training program, students can seek employment in a wide range of industries such as retail, law, medical field, education and the corporate field. Medical Administrative Assistant should be well versed in medical terminology, physiology and analysis. Admin assistants can work for small companies, government organizations, big organizations and even nonprofit agencies. Later on, they can also advance to positions such as those of an office manager, training director or even sales manager.

Many people look for an Admin Assistant Job in larger companies to achieve their individual occupational goals. One of the admin assistant jobs available in many bigger companies is that of a system administrator. 

Administrative assistants are in charge of very important functions of running a department in an organization or business. Thus, if you are searching for an admin assistant job, make sure you have all the required skills and qualifications for it.