Management Assistant Job Description
In a world of increasing innovation and entrepreneurship, executives are busier than ever before. As such, their need for someone to organize administrative and clerical duties continues to grow. Management assistants handle all aspects of this organization. They arrange meetings and appointments, prepare important documents, update records, and write reports, among other responsibilities. This is an entry-level position that may require previous experience in supporting high-level executives in an office administration position. Management assistants typically work full-time hours but may occasionally need to work irregular hours to accommodate for the hectic schedules of executives. People who enjoy balancing numerous responsibilities at once and who can shift focus at a moment’s notice will do well as management assistants.
Management Assistant Duties and Responsibilities
Management assistants work in a variety of different ways and often need to change hats quickly and efficiently. They consistently perform a few core responsibilities:
One of the main duties of management assistants is organizing management’s scheduling needs. They arrange and facilitate meetings, ensuring all parties can attend and that rooms are available. They also rearrange schedules with little notice to accommodate last-minute changes and emergency cancellations.
Support Executive Teams
Management assistants support executive teams in a variety of different ways depending on what support those teams need at the time. This responsibility can include preparing documents for external or internal communications, screening candidates, or acting as the liaison between different departments and executives.
Report on Relevant Statistics
Many management assistants are able to analyze data and can create reports to deliver to upper management. These reports are typically high-level overviews of key metrics such as sales growth or employee turnover.
Oversee General Operations
All corporations and businesses have many moving parts that can be hard to keep track of. Management assistants oversee all the general operations of a company so they can keep upper management informed on what’s happening in the company. They also help plan and facilitate company-wide events or communications that upper management has created.
Train and Develop New Staff
Management assistants often act as the face of the company to new recruits and may also participate in their training and onboarding. This is particularly true for management hopefuls, since management assistants have in-depth knowledge of the skills required for executive-level positions.
Management Assistant Skills and Qualifications
Management assistants are obsessed with details and organization. They can juggle a variety of different responsibilities at once without missing a beat. Some management assistants break into the field with a high school diploma, but most corporations require a bachelor’s degree in order to be considered for a position. They should also have at least two years of experience in a relevant field. Upper management prefers assistants who possess the following skills:
- Data analytics – management assistants create high-level reports that relay general information about company growth and other metrics for upper management
- Administrative experience – strong management assistants have prior administrative experience and are familiar with how administrative dynamics work within corporate offices so they can easily assimilate into new positions regardless of the industry
- Customer service training – successful management assistants often have customer service training and experience. While they may not work directly with customers in their regular job function, they can apply those principles to working with internal employees and upper management
- Time management – tight deadlines don’t phase management assistants; they’re comfortable finishing tasks under pressing deadlines
- Problem-solving skills – management assistants are often tasked with solving problems executives don’t have time to solve themselves. As such, successful candidates can logically consider problems and easily come up with potential solutions
Tools of the Trade
Management assistants should be familiar with a variety of different tools, including:
- Microsoft Office Suite (especially Outlook)
- Project management software (Basecamp, Asana, Slack)
- Basic data analytics tools (Microsoft Excel)
- Phone and conferencing systems
Management Assistant Education and Training
A management assistant should have at least a high school diploma. However, most companies prefer to hire candidates who have a bachelor’s degree in business administration or a related field.
Management Assistant Salary and Outlook
The Bureau of Labor Statistics (BLS) reports that the median earnings for management assistants is around $58,000 per year. The BLS also reports that the top 10 percent of management assistants can make upwards of $83,000 per year, while the bottom 10 percent earn around $35,000 per year. Full-time assistants are usually eligible for receiving the company’s benefits package, which can include vacation and sick time, along with health, dental, and vision insurance.
The BLS reports a negative job outlook for management assistants in most industries during the next 10 years, as technology evolves to the point that it will allow executives and upper management to perform these duties more efficiently on their own. This position is expected to experience a 7 percent decline during this time.
Do you want to become a management assistant? Check out the following resources to learn more about what you can do to kickstart your career:
International Association of Administrative Professionals – This nonprofit organization strives to give management assistants the opportunity to lead, connect, excel, and learn in their positions. It provides online learning programs, organizes networking events, and prepares valuable career resources for management assistants.
The CEO’s Secret Weapon: How Great Leaders and Their Assistants Maximize Productivity and Effectiveness – This book was written for both CEOs and their assistants and outlines the ways that many CEOs aren’t properly utilizing their management assistants. Reviewers rave about the real-world stories told in the book and how they were able to apply lessons from them to their own jobs.
The Definitive Executive Assistant and Managerial Handbook: A Professional Guide to Leadership for All PAs, Senior Secretaries, Office Managers and Executive Assistants – Written by best-selling author Sue France, this book has inspired many readers to further their careers in the managerial assistant field. It offers valuable insights and practical knowledge on how management assistants can be increasingly valuable to high-level management. Skills discussed in this book include effective negotiation, recruiting, project management, and small team management, among others.
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