One of the most common administrative jobs is that of the “Administrative Assistant.” According to Joan Burge, author of Become an Inner Circle Assistant, there are 12 core roles and responsibilities required of people working in this type of administrative job…
1. Appointment Coordination. This is considered to be the primary role of the Admin Assistant. Appointment scheduling, reminding and organizing is the key to a smooth-running business.
2. Management Support. People in assistant-level administrative jobs need to be great communicators, team players and individuals who understand how to prioritize things like emails, packages, phone calls and memos. Often, administrative assistants need to deal with travel, visitors and calendar tasks on behalf of their bosses.
3. Managing Office Technology. Assistants need to stay up on the latest and greatest technology to find solutions that will make the office run smoother. Whether it’s CRM software, email systems, new phone technology, fax machines or whatever, managers will rely on those working assistant administrative jobs to help out.
4. Meeting Preparation & Coordination. Some hands-on administrative assistants go so far as to plan and prepare entire meetings for the team.
5. Office Communication. It is up to an administrative assistant to communicate agendas, meeting notes and other important announcements that must go between departments.
6. Office Organization. Work areas must be clean, organized and well-managed. Sometimes an admin assistant even needs to clean up the boss’s area to improve navigability.
7. Problem Solving. There is no shortage of issues that come up in a typical day. People working these administration jobs must possess grace under pressure.
8. Professional Behavior & Image. Administrative assistants often become the “face” of the company, as they are often the first people anyone sees upon entering the office. Appearance and attitude are the key to success here. s
9. Professional Development. Joan Burge recommends that individuals “take charge” of their own careers by setting goals, taking risks, actively listening and going out of their way to impress others.
10. Supporting Multiple Managers. Sometimes administrative assistants support four or five managers, which can be quite a challenge!
11. Task & Project Management. Projects could be organizing a company party or a month-long business trip for the boss.
12. Time Management. Prioritizing and completing tasks on-time is essential for anyone who wants to be successful in administration jobs, assistant or not.