Admin Assistant Job Description
Summary: Admin assistants are hired by managers and executives to help with general administrative tasks, such as organizing files, faxing, receiving visitors, answering telephone calls, performing research, preparing reports and other day-to-day tasks. In larger corporations, an executive secretary may work with the executives to handle daily tasks, while the admin assistant is assigned to other assignments.
Duties of an Admin Assistant: Tasks of an admin assistant may vary depending on the size of a company. In smaller companies, assistants are hired to work on small-range assignments such as filing letters and documents, maintaining office equipments and supplies, scheduling meetings, preparing agendas for meetings, transcribing for meetings, maintaining electronics, screening inbound phone calls of employer, managing the administrative department, and other day-to-day tasks assigned.
In larger companies, the task of admin assistants focus on long-range duties, such as monitoring ongoing activities; creating, controlling and monitoring all administrative requirements of various departments; preparing financial plans and budgets; managing supply chain; handling office expenses such as utility payments; and recording and monitoring monthly invoices, among others.
Education and Training Requirements for an Admin Assistant Job: Most companies require admin assistants to possess a high school diploma, computer skills and basic typing skills. Vocational courses can be obtained to receive basic administrative certification. Larger companies may look for admin assistants with an associate’s degree in accounting or a business-related field. Some employers require a bachelor’s degree for this position.
Knowledge and Skills Requirements for an Admin Assistant Job: To become successful in this field, one must possess knowledge of business administration, basic arithmetic skills; excellent organizational and time management skills, problem-solving and analytical skills; knowledge of operating office equipments; effective written and verbal communication skills, knowledge of clerical procedures and systems; strong research skills, excellent customer service skills; and competency in spreadsheets, database management and other relevant computer programs. Admin assistants must also be accurate, detail-oriented, adaptable, flexible and must be able to work independently and as part of a team.
Working Conditions: Admin assistants work in an office setting from various industries. Their office or desk is usually located near the offices of their managers, executives or other employers. Assistants work 35 to 40 hours a week, but may have to work longer hours depending on the type of company. For example, assistants working in universities may have flexible schedules, while those employed by PR firms may have to work overtime daily, and even during weekends.
Salary of an Admin Assistant: The salary of admin assistants range between $34,900 and $53,400. Full-time employees usually receive paid vacations, holidays, benefits and insurance. Earnings depend on the location, type and size of a company.
