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Administration Assistant Duties and Responsibilities
In order to increase efficiency and maintain open lines of communication, Administration Assistants perform a variety of tasks. We analyzed several online job postings to identify these core duties and responsibilities.
Supporting Managers and Employees One of the major responsibilities of Administration Assistants is helping managers and employees find answers to administrative questions. This may involve locating records, checking schedules, researching names and dates and more.
Schedule Meetings Administration Assistants are sort of like the central calendar of an office. They use a master calendar filled with the combined appointments of all managers and employees to arrange meetings on appropriate dates and times.
Keep Records In order to keep things organized, Administration Assistants must keep detailed records in a clear and well-maintained filing system
Book Trips Whenever other members of their company need to go on business trips, Administration Assistants will be in charge of making the required travel arrangements, such as plane tickets, hotel reservations and rental car reservations.
Act as Point of Contact To keep everyone connected, Administration Assistants are responsible for answering calls, replying to emails and facilitating communication both inside and outside of the company.
Prepare Reports and Documents To ensure that there is a clear written record of all their company's affairs, Administration Assistants must help prepare reports as well as write emails, memos, letters, faxes, forms and other documents.
Administration Assistant SkillsSuccessful Administration Assistants are energetic, highly organized individuals who are just as adept at talking with people as they are at coordinating complex schedules. They aren't afraid to be outgoing and friendly, and they have a firm grip on their company's logistics at all times. In addition to these general attributes and personality traits, employers are looking for Administration Assistants with the following skills and qualifications.
- Communication skills - Since they will be regularly communicating with colleagues at every level of the company as well as people outside the company (such as vendors and visitors), it's imperative that Administration Assistants have excellent written and verbal communication skills
- Attention to detail - If meetings are scheduled at conflicting times or plane tickets have not been purchased in time, it will be the fault of the Administration Assistant. For this reason, Administration Assistants must have a high level of attention to detail
- Organizational skills - In order to keep track of all the meetings, schedules, appointments, phone calls and documents in their care, Administration Assistants need to have top-notch organizational skills
- Time management skills - Because Administration Assistants will be constantly juggling multiple tasks at one time, they need to be able to manage their time wisely as well as accurately prioritize their work
Administration Assistant SalaryAccording to the Bureau of Labor Statistics, the median annual salary for Secretaries and Administrative Assistants, which includes Administration Assistants, is $37,230. The lowest paid earn $22,930 or less per year, while the highest paid earn $62,230 or more per year. Administration Assistants in the District of Columbia, Massachusetts and Connecticut enjoy the highest annual salary in the U.S., earning $46,760, $44,430 and $42,120 per year respectively.
Additional Administration Assistant Resources
To help you continue exploring your career as an Administration Assistant, we compiled the following collection of resources.
Administrative Assistant Office Professionals - Join this LinkedIn group of more than 150,000 members to connect with fellow Administration Assistants, network and share ideas
Administrative Assistant - Another LinkedIn group, also with more than 150,000 members, devoted to fostering communication and connection between Administration Assistants
American Society of Administrative Professionals - Also known as the ASAP, this association has a wealth of resources, and also offers educational and certification programs
Administrative Assistant's and Secretary's Handbook - From coordinating meetings and planning trips to preparing reports and managing phone calls, this book has everything an Administration Assistant needs to know
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