In this article, we are going to cover the Best Practices in developing Administrative Assistant Skills and also some of the Best Tips for Handling Administrative Assistant Duties. It is a personal view of how an Administrative Assistant should work at the office while handling paperwork, meetings, and events related to the team. In this article, we hope you could find practical answers for what makes the Administrative Assistant job the desired dream and how it will be easier to be achieved.
Administrative Assistant Job Description:
As any employee, an Administrative Assistant has a set of necessary skills to start a job. Most of those skills will be the support base for the entire Administrative team. The team will count on you to ensure the efficient operation of the office. The assistant will support managers and coworkers through some defined tasks related to communication and organization. Most of the time the Assistant will handle time-sensitive material and a lot of confidential paperwork, with that, is important to have nice professional conduct.
It is also necessary the Assistant be familiar with a variety of the field’s concepts, procedures, and practices that will drive the ability to effectively communicate via phone calls and email ensuring that all Administrative duties are completed accurately and also delivered with high quality in a timely manner. The Administrative Assistant typically reports to the head of unit/depart or a manager, and it will require that he/she rely on judgment and experience to plan and accomplish all goals with a wide degree of creativity and proactivity.
We listed some of the Responsibilities for an Administrative Assistant. Please check them out as described below, but not limited only:
Answer to direct phone calls and emails. Part of your time in the office will be handling the phone and scheduling new appointments to the Administrative team. It is important to have great professional conduct and kind words while talking to the clients via phone and/or email, the most important part of your job is to communicate clearly and effectively. You will need to write letters and emails on behalf of others so be prepared to talk a lot and always be prepared to face to face inquiries.
Maintain contact lists. Make sure to have a description of what is happening with your clients at the moment of your call. A history of what you spoke previously is necessary to maintain a smooth conversation without a lot of repetitive questions. Besides all these, it is important to develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Set up meetings and travels. You will be in charge of Book conference calls, rooms, taxis, couriers, hotels, etc and also Organize travel arrangements for senior managers as necessary. Make sure to take accurate minutes of meetings and be sharp on time while handling all the necessary preparation to coordinate office procedures. Be sure that to Manage staff appointments properly and be organized while maintaining up-to-date employee holiday records. Part of working in a team is to guarantee that everyone is involved in the process.
Produce and distribute correspondence. These activities are related to the delivery of memos, letters, faxes and forms that will support all the Administrative teams at the office. In a normal workday, you might have tons of paper on your desk to go through. You will need to carry out administrative duties such as filing, typing, scanning, copying, binding, etc.
Develop and maintain a filing system. This duty is related to Data Entry skills. It is important to type fast and accurately while filling the system. All the data entry posted on it should be confidential and never shared with someone outside or department and/or team.
Provide support to visitors and the team. As an Assistant, your main job will be providing information by answering questions and requests as ensuring the visitors have a nice arrival to your department and also have all the information needed to proceed with the workday. You also need to ensure operation of equipment by completing preventive maintenance requirements when needed; calling for repairs; maintaining equipment inventories as the system and evaluating new equipment and techniques as part of your support.
Manage expense reports. While working at an office you should be responsible as well for all expense reports. Skills in accounting and mathematics will be necessary to run great and smooth through your workflow. You will be also required to prepare and monitor invoices and confidentially handle sensitive information.
Generate important and confidential reports. Your day at work will be challenged with a great number of reports, manuals and important documents that you need to handle. Most of the time you will be in charge of some research and also creating presentations to present to the team as a daily progress report. Most of those documents will be confidential as well, so it is important to pay attention to the details and proceed with the best conduct as possible.
Be updated. You will also need to maintain professional and technical knowledge by attending educational workshops; establishing personal networks; reviewing professional publications; participating in professional societies.
Oversee and supervise. You need to guarantee that the work of junior staff is due in time and as good as possible. Handling with young professionals will give you a lot of experience to succeed in your career as an Administrative Assistant and also could lead you to a great opportunity in the Administrative field.
Best Tips for Handling Administrative Assistant Duties
To understand more how could you step right in your dream job as an Administrative Assistant it is important to pay attention to these following Best Tips for Handling Administrative Assistant Duties.
Let’s start with the requirements to land the perfect job.
Knowledge of office management systems and procedures. This is related to some text editing software people use to write documents, like Microsoft Office (Word, PowerPoint, Excel), Google suit, some applications that require phone connections as Citrix and a nice set of skills while handling your email inbox. You must be Proficient in some of that software to easily go through your workday. It will require that you have excellent written and verbal communication skills.
Strong organizational and planning skills. Be sure to also have excellent time management skills and the ability to multitask and prioritize work. Most of the jobs require extra attention to detail and problem-solving skills as the base of your job function, so don’t hesitate to show your nice reporting and analysis skills, those will be necessary to proceed with the time managing and accurately.
Get some experience. During our research, we could see that most of the jobs require at least 3 years of experience in the field or a related area. High school diploma or equivalent but if you would like to pursue a nice career plan some of the locations require at least a college degree is preferred.
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