Administrative Assistant Job Description

Topics: Management, Microsoft Office, Office Pages: 6 (1417 words) Published: November 13, 2010
Administrative Assistant Job Description
Administrative assistants provide high-level service to top executives in an organization; they rank higher than typical secretaries. Educational requirements depend on the rank of the executive for whom they work, but associate's degrees are typically preferred. Administrative Assistant Overview

Ranking among the largest number of job openings in the United States, administrative assistants must have a strong knowledge of computer use and current office technologies. They are hired by companies such as hospitals, schools, corporate offices, legal offices and government agencies. Typically, administrative assistants are hired into companies to work full-time (40 hours a week). Many of the skills needed in order to be qualified for an administrative assistant position vary depending on the hiring company; however, necessary skills for all administrative assistants include writing, communication and word processing. According to the U.S. Bureau of Labor Statistics, the need is increasing for administrative assistants to have strong knowledge of modern computer software, project management and database maintenance. In many cases, it holds true that the higher ranked the individual hiring an administrative assistant, the higher the assistant's education level must be. Administrative Assistant Job Description

An administrative assistant must offer support for a workplace as well as the top executives of an organization. They have responsibilities such as coordination of administrative activities, retrieving, organizing and disseminating information to staff and clients, supervising their clerical coworkers and reviewing income memos. The typical job duties of an administrative assistant include planning and scheduling meetings or appointments, organizing hard copy and electronic files, conducting research and managing projects. They may also be required to arrange guest and travel accommodations. The tools used by administrative assistants on a daily basis include the desk phone, Internet, mail and e-mail. The equipment they use may include fax machines, scanners, videoconferencing systems and photocopiers. The level of job duties of administrative assistants has increased, allowing them to perform tasks which were formerly done by managers. For example, they may create spreadsheets, presentations, documents and reports. They may also be asked to purchase equipment and supplies, correspond with vendors and oversee areas such as libraries or stockrooms. Administrative Assistant

Job Description
Definition: Working under the supervision of the Executive Director, the full‐time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Executive Director. Salary is commensurate with experience. Duties and Responsibilities:

1. Oversee all aspects of general office coordination.
2. Maintain office calendar to coordinate work flow and meetings. 3. Maintain confidentiality in all aspects of client, staff and agency information. 4. Monitor and assist with maintenance of the organization’s website. 5. Interact with clients, vendors and visitors.

6. Answer telephones and transfer to appropriate staff member. 7. Open, sort and distribute incoming correspondence, including faxes and email. 8. Sign for and distribute UPS/FedEx or similarly delivered packages. 9. Prepare responses to correspondence containing routine inquiries. 10. Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.

11. File and retrieve organizational documents, records and reports. 12. Coordinate and maintain records for staff, office space, telephones, parking, company debit card and office keys.
13. Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.
14. Create and modify documents such as invoices, reports, memos, letters and financial statements using word...
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