Job Profile: What is an Administrative Assistant?
Are you interested in working as an administrative assistant, office administrator, or executive assistant? We’re here to help! The information in this job profile can help take the stress out of understanding these essential roles. From day-to-day duties to pay ranges to interview tips, we’ve got everything you need to feel confident whether you’re exploring administrative positions for the first time or a seasoned admin pro.
Being an administrative assistant can lead to several different career opportunities. That’s why it’s important to know what skills are critical for the job as you prepare for the position.
What does an Administrative Assistant do?
Administrative assistants play an important role in organizing, managing, and keeping an office running. Most administrative assistants are responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages. Administrative assistants also use computers extensively to work with spreadsheets, create presentations and reports, and manage databases.
Depending on the business, administrative and executive assistants may also be in charge of purchasing, managing supplies, and working with vendors. At the end of the day, administrative and office professionals are the backbone and lifeblood of many businesses. Without them, offices wouldn’t run as smoothly or efficiently.
Here is a sample job description for administrative assistants:
- Review and maintain written and computer files, plus conduct data entry
- Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
- Research and collect information
- Assist with all budget activities, including accounting
- Help implement new programs, procedures, methods, and systems
- Conduct fiscal reviews, surveys, and collect information on administrative matters
- Responsible for preparation of confidential documents and reports
- Maintain meeting minutes
- Coordinate and schedule meetings and conferences
- Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
- Maintain complete stock of all office supplies and accuracy of inventory
- Connect with building vendors to carry out fixes and improvements
- High school diploma is usually required. An associate’s degree from an accredited college or university is usually preferred, but not required
- Ability to type a certain rate of words per minute
- Familiarity with graphic design and desktop publishing
- Understanding of Microsoft Office and/or Google Workspace
- Ability to write persuasively
- Prepare accurate reports
Skillset, Industry, and Demand
Some of the top skills needed to be an administrative assistant are:
- Written communication
- Verbal communication
- Time management
- Attention to detail
Where do Administrative Assistants Work?
The current demand for administrative assistants is highest in the New York City area. There are more than 2,000 openings at this time.
New York state is one of the best top states for Administrative Assistants, along with Alaska, Massachusetts, Washington, D.C., and Connecticut.
Employment growth is expected in the field of medical secretaries, mainly because the healthcare industry is growing as the Baby Boomer generation ages. These positions can be found in just about any industry, including education, technology, finance, government, legal, and healthcare. With a wide-range of industry specific needs, administrative assistants play a vital role in organizations daily.
Who Hires Administrative and Office Assistants?
Getting Ready for an Administrative Assistant Interview?
Here’s what you need to know. Are you getting ready to interview for an Administrative Assistant position? It is important to prepare, as it could mean the difference in getting hired over another candidate. You should have a list of questions about the position, responsibilities, and education the employer wants to see. Have your resume with your detailed work history and your skill sets, and make sure to highlight those essential to the job. Be sure to prepare questions regarding the position specifically, including daily tasks, opportunities for advancement, and any required travel.
From Hello to Hired
Are you ready to uncover your next Administrative or Executive Assistant opportunity? View our job openings in clerical and administrative on our job board.