An administrative aide performs daily administrative support tasks in an office, helping to keep the workflow smooth and efficient. Their duties typically include organizing and disseminating documents, answering calls and correspondence, forwarding messages, greeting visitors and answering inquiries, and preparing and processing files. They may also participate in monitoring the inventory of office supplies, handling procurement requests when necessary. Furthermore, an administrative aide may also serve as the record-keeper of the office, updating databases in adherence to the company's policies and regulations.

Administrative Aide Responsibilities

Here are examples of responsibilities from real administrative aide resumes representing typical tasks they are likely to perform in their roles.

  • Manage executive calendars and handle logistics of meetings and conference calls, coordinate travel and conduct internet research for special projects.
  • Perform clerical administrative tasks of moderate difficulty involving the handling of confidential information enter into an on-line database system.
  • Assist in the development and implementation of effective office procedures to standardize operations, improve efficiency and maintain positive public image.
  • Design charts for GBR-P and UEWR manuals using Powerpoint for the radar group.
  • Design and prepare PowerPoint presentations.
  • Process payroll for the department maintaining accuracy on all documentation.
  • Administer graduate/undergraduate student payroll, reimbursement, travel, and audits.
  • Notify concerned personnel of administrative and emergency changes in schedule assignments.
  • Maintain organization charts, distribution lists and emergency contact information for staff.
  • Process applications for numerous ongoing/new counselors and communicated/supply necessary procedures and/or personalize invoices to potential counselors for a final interview.
Administrative Aide Traits
Interpersonal skills involves being able to communicate efficiently with multiple people regarding your thoughts, ideas and feedback.
Organizational skills are essential to working as efficiently as possible through being able to focus on projects at hand while also keeping a clean workspace.
Writing skills is important when it comes to clearing expressing yourself in any written document.

Administrative Aide Job Description

When it comes to understanding what an administrative aide does, you may be wondering, "should I become an administrative aide?" The data included in this section may help you decide. Compared to other jobs, administrative aides have a growth rate described as "decline" at -7% between the years 2018 - 2028, according to the Bureau of Labor Statistics. In fact, the number of administrative aide opportunities that are predicted to open up by 2028 is -276,700.

Administrative aides average about $16.8 an hour, which makes the administrative aide annual salary $34,936. Additionally, administrative aides are known to earn anywhere from $27,000 to $43,000 a year. This means that the top-earning administrative aides make $16,000 more than the lowest earning ones.

Once you've become an administrative aide, you may be curious about what other opportunities are out there. Careers aren't one size fits all. For that reason, we discovered some other jobs that you may find appealing. Some jobs you might find interesting include a department secretary, aide, executive administrator, and office administrator.

Administrative Aide Jobs You Might Like

Administrative Aide Resume Examples

Administrative Aide Skills and Personality Traits

We calculated that 13% of Administrative Aides are proficient in Customer Service, Word Processing, and Data Entry. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.

We break down the percentage of Administrative Aides that have these skills listed on their resume here:

  • Customer Service, 13%

    Provided quality customer service to consultants and central administrative regarding purchasing and procurement processes.

  • Word Processing, 12%

    Perform general word processing, spreadsheet and data entry duties utilizing intermediate-level functions.

  • Data Entry, 9%

    Perform data entry of student and alumni information, prepared mailings and other related administrative tasks as required.

  • Office Activities, 6%

    Maintained file system, complied records of office activities and photocopied, scanned and faxed correspondence to individuals and other offices.

  • Clerical Support, 5%

    Provided clerical support by maintaining records, reconciling accounts, insurance billing, preparation and distribution of correspondence and meeting material.

  • General Public, 5%

    Maintain communication between the main office, the 4-H leaders, the members, and the general public.

Most administrative aides list "customer service," "word processing," and "data entry" as skills on their resumes. We go into more details on the most important administrative aide responsibilities here:

  • The most important skills for an administrative aide to have in this position are interpersonal skills. In this excerpt that we gathered from a administrative aide resume, you'll understand why: "secretaries and administrative assistants interact with clients, customers, or staff" According to resumes we found, interpersonal skills can be used by a administrative aide in order to "displayed excellent communication skills and interpersonal skills. "
  • While it may not be the most important skill, we found that many administrative aide duties rely on organizational skills. This example from a administrative aide explains why: "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." This resume example is just one of many ways administrative aides are able to utilize organizational skills: "provided organizational and technical support in the hr department servicing ten catholic charities' agencies. "
  • Another skill that is quite popular among administrative aides is writing skills. This skill is very critical to fulfilling every day responsibilities as is shown in this example from a administrative aide resume: "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers" This example from a resume shows how this skill is used: "gathered data collection, data entry and report writing tasks, statistics into spreadsheet or word format. "
  • See the full list of administrative aide skills.

    We've found that 54.4% of administrative aides have earned a bachelor's degree. Furthermore, 7.3% earned their master's degrees before becoming an administrative aide. While it's true that most administrative aides have a college degree, it's generally possible to become one with only a high school degree. In fact, one out of every six administrative aides did not spend the extra money to attend college.

    Those administrative aides who do attend college, typically earn either a business degree or a psychology degree. Less commonly earned degrees for administrative aides include a liberal arts degree or a accounting degree.

    Once you're ready to become an administrative aide, you should explore the companies that typically hire administrative aides. According to administrative aide resumes that we searched through, administrative aides are hired the most by New York University, Empire Today, and General Dynamics. Currently, New York University has 11 administrative aide job openings, while there are 3 at Empire Today and 3 at General Dynamics.

    If you're interested in companies where administrative aides make the most money, you'll want to apply for positions at General Dynamics, Parsons, and HR Houston. We found that at General Dynamics, the average administrative aide salary is $38,639. Whereas at Parsons, administrative aides earn roughly $38,589. And at HR Houston, they make an average salary of $38,274.

    View more details on administrative aide salaries across the United States.

    In general, administrative aides fulfill roles in the education and government industries. While employment numbers are high in those industries, the administrative aide annual salary is the highest in the construction industry with $38,323 as the average salary. Meanwhile, the technology and health care industries pay $37,899 and $37,797 respectively. This means that administrative aides who are employed in the construction industry make 10.1% more than administrative aides who work in the energy Industry.

    The three companies that hire the most prestigious administrative aides are:

      What Department Secretarys Do

      A department secretary is responsible for providing administrative and clerical support to a specific department, ensuring smooth operations to maintain high-quality services to the customers and business partners. Department secretaries should have excellent knowledge of office management principles, especially on data processing procedures and customer service processes. They handle the scheduling of meetings and conferences, responding to customers' inquiries and concerns, directing visitors to the appropriate personnel and department, sorting files, and submitting business transactions and financial reports. A department secretary also recommends strategic procedures to generate more revenues and increase the company's profitability.

      In this section, we compare the average administrative aide annual salary with that of a department secretary. Typically, department secretaries earn a $328 higher salary than administrative aides earn annually.

      While their salaries may differ, one common ground between administrative aides and department secretaries are a few of the skills required in each craft. In both careers, employees bring forth skills like customer service, word processing, and data entry.

      As far as similarities go, this is where it ends because an administrative aide responsibility requires skills such as "office activities," "special projects," "database," and "financial aid." Whereas a department secretary is skilled in "patient care," "insurance companies," "clinical staff," and "department meetings." So if you're looking for what truly separates the two careers, you've found it.

      Department secretaries receive the highest salaries in the health care industry coming in with an average yearly salary of $36,770. But administrative aides are paid more in the construction industry with an average salary of $38,323.

      Department secretaries tend to reach similar levels of education than administrative aides. In fact, department secretaries are 4.1% less likely to graduate with a Master's Degree and 0.6% less likely to have a Doctoral Degree.

      What Are The Duties Of an Aide?

      Aides are personal employees of their clients who commonly have health issues that render them unable to do certain tasks. They help out their clients with activities they may need assistance in. They may do personal errands such as grocery shopping, cleaning, and cooking. They also provide care for their clients by helping them bathe, dress, brush their teeth, and other personal hygiene activities. Aides also help their clients walk, sit, and eat if their clients' motor functions are compromised. Aides are expected to be patient, caring, and trustworthy.

      Next up, we have the aide profession to look over. This career brings along a lower average salary when compared to an administrative aide annual salary. In fact, aides salary difference is $10,514 lower than the salary of administrative aides per year.

      While the salary may be different for these job positions, there is one similarity and that's a few of the skills needed to perform certain duties. We used info from lots of resumes to find that both administrative aides and aides are known to have skills such as "customer service," "front office," and "telephone calls. "

      While some skills are similar in these professions, other skills aren't so similar. For example, several resumes showed us that administrative aide responsibilities requires skills like "word processing," "data entry," "office activities," and "clerical support." But an aide might use skills, such as, "patient care," "personal care," "cpr," and "safety rules."

      Aides may earn a lower salary than administrative aides, but aides earn the most pay in the education industry with an average salary of $27,036. On the other side of things, administrative aides receive higher paychecks in the construction industry where they earn an average of $38,323.

      When it comes to the differences in education between the two professions, aides tend to reach similar levels of education than administrative aides. In fact, they're 3.5% less likely to graduate with a Master's Degree and 0.6% less likely to earn a Doctoral Degree.

      How an Executive Administrator Compares

      An executive administrator is responsible for assisting the senior management staff in planning strategies and analyzing business decisions to achieve the company's goals and objectives. Executive administrators schedule meetings and handle appointments, as well as helping with the implementation of training and programs for the employees to reach their maximum operational potential and increase productivity to meet projects' demands and ensure the highest customer satisfaction. They must have exceptional time-management and organizational skills, especially on performing administrative and clerical duties as needed, as well as excellent communication skills to respond to clients' inquiries, concerns, and requests.

      Let's now take a look at the executive administrator profession. On average, these workers make higher salaries than administrative aides with a $16,732 difference per year.

      Using administrative aides and executive administrators resumes, we found that both professions have similar skills such as "customer service," "word processing," and "data entry," but the other skills required are very different.

      As mentioned, these two careers differ between other skills that are required for performing the work exceedingly well. For example, gathering from administrative aides resumes, they are more likely to have skills like "office activities," "clerical support," "general public," and "database." But a executive administrator might have skills like "calendar management," "human resources," "company policies," and "sensitive information."

      Executive administrators typically study at similar levels compared with administrative aides. For example, they're 3.9% more likely to graduate with a Master's Degree, and 0.3% more likely to earn a Doctoral Degree.

      Description Of an Office Administrator

      Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office. They answer calls directed to the official company phone, manage the inventory of supplies, take charge or purchase requisitions for needed supplies, and ensure the office equipment and fixtures are taken care of. Office administrators also manage correspondences, official memoranda, and other official company documents. They also keep track of files and records to ensure that these are properly organized. At times, office administrators also take charge of welcoming guests and accompanying them to their respective meetings.

      Office administrators tend to earn a lower pay than administrative aides by about $2,092 per year.

      While both administrative aides and office administrators complete day-to-day tasks using similar skills like customer service, word processing, and data entry, the two careers also vary in other skills.

      Each job requires different skills like "general public," "special projects," "database," and "procedures," which might show up on an administrative aide resume. Whereas office administrator might include skills like "insurance companies," "patient care," "human resources," and "daily operations."

      In general, office administrators make a higher salary in the technology industry with an average of $42,857. The highest administrative aide annual salary stems from the construction industry.

      The average resume of office administrators showed that they earn similar levels of education to administrative aides. So much so that the likelihood of them earning a Master's Degree is 3.2% less. Additionally, they're less likely to earn a Doctoral Degree by 0.6%.