what is an administrative assistant?
As an admin assistant, you are the backbone of the office. You monitor everything that happens in the office and support workers and customers. While stationed at the reception, you ensure customers and clients make appointments by directing them to various offices. You also prepare meeting schedules and ensure everyone receives company memos and emails.
Administrative assistants are organised and efficient people that ensure the whole office functions properly. You don't just carry out routine administrative and clerical tasks; you also step in and solve problems that arise in the office. Your time management skills and attentiveness to detail are valuable in various business sectors and industries. That is why an admin assistant can work in hospitals, manufacturing firms or technology and industrial companies.
what does an administrative assistant do?
Some administrative assistants are assigned to a specific executive or top-level manager. Your role is to support and complete all routine clerical tasks for your employer. The duties include making travel arrangements, managing their schedule and appointments and conducting research related to their role.
While being an administrative assistant is an entry-level job, it provides a great learning experience. You juggle numerous tasks, from providing customer service to liaising with suppliers and major clients of the organisation. Admin assistants can also work remotely to support managers and office workers.
admin assistant jobsaverage salary of an administrative assistant
As an administrative assistant, your median salary is $51,000 per year. When you are new in the role, your earnings start at $46,000 per year. Experienced administrative assistants receive over $76,700 annually. Aside from salaries, admin assistants receive overtime pay for working extra hours and enjoy various benefits associated with the role. Other non-monetary benefits include annual sick leave and paid holiday days.
what factors affect the salary of an administrative assistant?
When you are an admin assistant, your remuneration package depends on the business sector your work in and the company size. For instance, if you work in the legal sector, your earnings differ from those in marketing companies or hospitals. The company size also affects your remuneration since it determines the job complexity and resources available for paying salaries. Large companies, such as those in the mining industry, typically pay more than smaller ones.
types of administrative assistants
Some types of administrative assistants include:
- executive administrative assistants: as an executive admin assistant, you provide high-level support to top executives in a company. You handle complex responsibilities like reviewing company revenue and preparing reports for the chief executive officer or managing director. Sometimes, you supervise clerical staff in the organisation.
- legal administrative assistants: you prepare summons, motions and subpoenas under the supervision of a lawyer. You also review journals and assist in legal research, like verifying citations in legal briefs. To excel in your role, it is important to understand legal procedures and terminology.
- medical administrative assistants: your role is to assist physicians and surgeons in preparing reports. You also transcribe dictations and find medical histories for patients. You should be familiar with medical codes, terminology and laboratory procedures.
working as an administrative assistant
Working as an admin assistant involves assisting managers by completing most office tasks, from clerical to correspondence duties.
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administration assistant job description
Some of the daily tasks of an administrative assistant include:
- communication and correspondence: as an admin assistant, you answer phone calls, respond to emails and relay messages to various staff. You greet clients or visitors, direct them to their appointments, or answer questions. Your job also involves compiling reports and filing documents.
- scheduling: besides being responsible for your schedule, you also manage the programmes of managers and executives. You schedule appointments, prepare a calendar of activities for managers, coordinate events like client lunches and plan company meetings. You also plan travel itineraries and make necessary arrangements.
- organisation: as an admin assistant, you manage the company's filing systems and databases. You complete data entry tasks, file the necessary documents and create an efficient filing system for easy records retrieval.
- bookkeeping and financial management: an admin assistant completes basic bookkeeping tasks in organisations without a separate finance department. You record and reconcile office expenses, manage petty cash, create invoices and bills for clients and compile financial reports. You are also in charge of accounting management tools and preparing budgets for administrative functions like stationery and travel.
- assisting human resources departments: as an administrative assistant, your role involves human resource functions like preparing for job interviews and organising training sessions. You also maintain employee records and update employee handbooks with relevant policies.
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work environment
As an administrative assistant, you work in an office in law firms, hospitals, medical offices, schools, government agencies and industrial settings. You may work in a shared space alongside other admin assistants in an open office plan. When you are an executive administrative assistant, you have an independent office close to the executive you assist. You spend most of the day answering phone calls, working on your computer or writing meeting minutes. The office environment is usually a quiet workplace but can become noisy when business operations ramp up or during company events. As an administrative assistant, working from home is often an option.
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who are your colleagues?
Depending on your employer and the industry you work in, your colleagues might include executive assistants, customer service representatives and sales executives. You might also be working in close proximity to production managers, office managers and office administrators, as well as other specialists that could include, but not be limited to, receptionists, personal assistants, sales managers and marketing managers.
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work schedule
As an administrative assistant, you work 35 to 40 hours weekly from 9 am to 5 pm in a full-time position. Some companies employ part-time admin assistants, and you can work flexible hours. When business operations increase during peak seasons, you work overtime to meet deadlines and catch up with the paperwork. Some industry sectors work outside traditional business hours, so you may work weekends, holidays and night shifts. For instance, hospitals and medical offices have irregular work hours suitable for people who don't mind flexible schedules. The job also involves travelling since you have to accompany executives on various trips.
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job outlook
Admin assistants follow various career paths depending on their field of interest. For instance, an entry-level administrative assistant can progress to an executive assistant or office manager role. However, you should improve your qualifications and skills to join managerial positions. It is also possible to move to related departments like accounts and information technology or become a paralegal. Virtual admin assistants are becoming more common, and you can advance your career by offering remote services.
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advantages of finding an account manager job through randstad
Finding your administrative assistant job through Randstad provides important advantages such as:
- a wide variety of training and development opportunities
- an experienced contact person to provide help if needed
- a range of opportunities in your area
- get paid weekly or monthly, depending on the job
- temporary and permanent contracts
Want a permanent contract? A temporary job as an administrative assistant is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too.
education and skills
While no formal training is necessary for becoming an administrative assistant, you can find vocational courses to give you a head start. Some of the qualifications are:
- tertiary qualifications: completing a diploma or certificate in business administration, digital technologies or business showcases your professionalism to employers. The recommended courses include a certificate in business administration or legal services. The training helps you qualify for higher-paying roles and progress in your career. However, you can still get a job with a . Aside from college courses, you can gain certifications by completing short courses in bookkeeping or technology.
- work experience: to become a successful administrative assistant, you need work experience. While most employers provide on-the-job training, having prior experience in an administrative role improves your employment prospects.
skills and competencies
Some of the skills that an administration assistant needs include:
- management skills: as an administrative assistant, prioritising your workload enables you to juggle multiple duties. Management skills help you complete tasks on time by organising your schedule and planning your time. Depending on your rank, your role may also include managing a team of administrative workers. Hence, management skills can help you delegate tasks and measure performance.
- interpersonal skills: as an administrative assistant, you work with people face-to-face. Your interpersonal skills help you build good relationships and collaborate with others on various tasks. Good communication skills also enable you to meet clients' needs on behalf of your company.
- computer skills: administrative assistants use computers at work and require computing skills to operate various software. For instance, they need computer skills to prepare reports, update company files in databases and make manager appointments for managers. Employers expect a certain level of computer competency to avoid the disruption of workflows.
- organisation skills: as an administrative assistant, it is crucial to be highly organised to plan your tasks and ensure all activities in the office run smoothly. Being organised also helps you deal with tasks that crop up during the workday and meet deadlines.
FAQs about working as an administrative assistant
Here are the most asked questions about working as an administration assistant:
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what does an administrative assistant do?
An administrative assistant performs various administrative duties in an office. For instance, an administrative assistant is usually responsible for creating and proofreading documents dictated by managers. They also perform data entry tasks to keep records accurate. Other duties include filing and archiving documents and reports according to the company policies and procedures.
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what qualities does an administrative assistant need?
An administrative assistant should possess organisational skills, which help them juggle various tasks. Problem-solving skills help you tackle issues with clients. You also need communication skills to assist in verbal communication, report writing and preparing company documentation.
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is admin assistant a hard job?
Becoming an admin assistant can be challenging in a fast-paced work environment since you handle numerous tasks. You also deal with various customers, including frustrated clients, and it is essential to keep calm and help them schedule appointments or receive the necessary services.
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what qualifications do you need to be an admin assistant?
There are no specific secondary education requirements, but it would be helpful to complete business studies, digital technologies, maths and English to get a job as an administrative assistant. However, you can boost your prospects by pursuing courses like a certificate or a diploma in business administration at a tertiary institution. You also need work experience and technical skills in bookkeeping and office software programmes.
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how do I apply for an administrative assistant vacancy?
Applying for an administrative assistant job is easy: create a Randstad profile and search our administration assistant job offers. Then simply send us your CV and cover letter. Need help with your application? Check out all our job search tips here.
