Are you looking to become an administrative assistant but aren’t sure of the job requirements? Well let’s take a look at the front line and see.
Administrative assistants are more than a secretary; in fact, they have their hands in many cookie jars to ensure that flow of communication stays intact, tasks are completed on time, and that matters are dealt with accordingly. In short they are the time management keepers that ensure the day to day practices run smoothly. Administrative assistants are the support system to the executives, managers or business owners.
Training on the specifics of an administrative assistants’ job comes with the industry but for the most part administrative assistants should be able to do the following:
- Bookkeeping – entry work into accounting software or ledgers is a task that administrative assistants would need in a smaller business setting.
- Scheduling appointments – an administrative assistant needs to ensure that their superior’s calendar is maintained and that they are informed of any changes.
- Coordinating meetings – this has to do with calendar appointments and is often the task of one administrative assistant to coordinate with another to find amicable meeting times.
- Taking notes – While in meetings it is important to take notes so that you can write a brief for your superior about the topics discussed.
- Answering emails – many emails can be answered without input from the executive. It is the job of the administrative assistant to keep the chain of communication moving.
- Phone answering systems – Personable, courteous, and pleasant at all times. Administrative assistants always need to extend the companies promise to customers and staff. This requires answering the phone with the sincerity of caring what the other person has to say.
- Mail – In a smaller setting this often includes accepting products that need to be entered into inventory, or needed for a job. These need to be checked in and put away. Also, if you are in charge of paying the bills they must be sent out on time.
- Maintaining filing systems both electronically and on paper – Organization is key! Choose a system that works for you but is also simple enough that others can fill in if you become sick or are on vacation.
- Entering data – Many times you will be asked to enter data pursuant to customers, orders, or business health. No matter the reason this needs to be done with precision and care.
Being an administrative assistant is an arduous job. You are a juggler that ensures all the balls go to the right court. Having these basic skills will make you an ideal candidate for an administrative assistant position.