Staff Assistant Job Description

Staff Assistants support the staff of a company or organization, assuring that their operations run efficiently and helping other staff members to adequately fill their roles. They also provide administrative support to staff members, often answering calls and emails or scheduling appointments.

Staff Assistants follow the directions of the staff members they serve and often also work under the supervision of an Administrative Supervisor or someone similar. They can work in a wide variety of settings, from governmental organizations to healthcare facilities to sales companies.

 

Staff Assistant Duties and Responsibilities 

In order to adequately support staff members, a Staff Assistant performs many different tasks. We analyzed job listings for Staff Assistant in order to identify these core duties and responsibilities.

Perform Administrative Duties

The Staff Assistant answers phones, schedules meetings and appointments, makes any necessary arrangements such as reserving a conference room or special equipment, and makes arrangements for conferences and travel. They provide other administrative support as needed, such as reviewing or submitting paperwork, organizing and maintaining files and gathering and inputting data, among other duties.

Assist with Staff Workload

Staff Assistants often organize workflows in order to help tasks run more smoothly, and they assist on an as needed basis with projects that require additional help. They often complete tasks like gathering and entering information for other staff members to use in their projects. At times they also assist with supervisory duties.

Communicate with Customers and Clients

In order to support the company or organization, the Staff Assistant handles much of the external communications, answering phones, responding to voicemails and emails and greeting customers. They’re often responsible for answering customer questions and concerns and directing them to the appropriate staff member when necessary.

Enter Data

In order to support the staff, the Staff Assistant enters various data and completes paperwork such as expense reports, purchase requisitions, processes payments, tracks deliverables and receivables and assists with budget tasks and other data entry jobs.

 

Staff Assistant Skills

Staff Assistants are capable of working independently with minimal supervision, highly organized, and attentive to detail. In order to successfully support staff, they must be able to manage multiple priorities and once, solve problems, and have excellent written and verbal communication skills. They’re reliable individuals who are always willing to help.

Core skills: Based on job listings we looked at, employers want Staff Assistants with these core skills. If you want to work as a Staff Assistant, focus on the following.

  • Having industry-related experience
  • Demonstrating high levels of proficiency in Microsoft Office applications
  • Showing administrative experience

Advanced skills: While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your Staff Assistant toolbox and broaden your career options.

  • Associate’s degree in Business Administration
  • Budget management experience
  • Project management experience

 

Staff Assistant Resources

We searched the Web to find the best industry resources to help you continue exploring a career as a Staff Assistant. From thought leaders to industry groups, this list is packed with opportunities to learn, connect and engage.

On the Web

Office Dynamics – Administrative and executive assistant blog

Supervisor Blog – Management skills resource

All Things Admin – Blog for administrative professionals

Industry Groups

AHCAP – Association for Healthcare Administrative Professionals

IAAP – Leading Administrative Professionals

American Society of Administrative Professionals – Leading administrative professional organization

Administrative Supervisor Books

The Administrative Professional – Technology and procedures for administrative professionals

Administrative Assistant’s and Secretary’s Handbook – Guide for administrative professionals

Perfect Phrases for Office Professionals – Commanding respect as an administrative professional

 

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