What does an administrative assistant do?
Administrative assistants, or admin assistants, do general clerical and administrative activities. Their duties involve organizing and maintaining files and records, preparing documents, scheduling meetings and appointments, and providing general support in the office. Administrative assistants handle incoming and outgoing official correspondences, take minutes of important meetings and manage calls to the main office number. They also assist executives in providing structure to their day by managing their schedule, drafting e-mails, and other activities that executives may need assistance in. Administrative assistants should have the following skills: organizing, business writing, decision-making, and communication.
Administrative assistant responsibilities
Here are examples of responsibilities from real administrative assistant resumes:
- Manage time and attendance using Kronos software for entire department.
- Participate in national projects, manage new customer conversions to MCI from other carriers.
- Manage FEDEX delivery requirements ensuring compliance with company policy.
- Manage and update social media outlets including Facebook and LinkedIn.
- Manage company finances using QuickBooks software, including monitoring the operating budget and collecting on unpaid invoices.
- Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
- Check in and check out of patients at both sick and well windows.
- Recruit to support the ResX on-line booking tool and to maintain database of negotiate hotels.
- Prepare and assist with travel authorization and vouchers and perform timekeeping duties for office staff.
- Review course syllabi to ensure grammatical correctness and ensure it is in accordance with DoD policies and regulations.
- Major daily functions include daily timekeeping monitoring, filing, copying, typing, document distribution, correspondence.
- Monitor progress toward meeting the logistics plan, identify the possible impact of delays and take ownership to prevent known problem.
- Monitor payroll records for various factors contributing to budgetary overages.
- Communicate bugs/enhancements to SharePoint site and ensure they are resolved expeditiously.
- Provide administrative support on correspondence in accordance with DoD policies and regulations.
Administrative assistant skills and personality traits
We calculated that 14% of Administrative Assistants are proficient in Customer Service, Data Entry, and PowerPoint. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Administrative Assistants that have these skills listed on their resume here:
- Customer Service, 14%
Served as liaison to customer service department for inventory updates - Other duties as assigned by the Manager of Generic Pharmaceutical Procurement
- Data Entry, 11%
Completed data entry for accounting department efficient project completion coordinate and arrange scheduled military trips, for government personnel.
- PowerPoint, 6%
Created presentation books and submission materials for underwriters review for premium quotes as well as facilitated meeting with underwriters via PowerPoint.
- Travel Arrangements, 5%
Coordinated calendars, travel arrangements and schedule meetings as required and prepared any necessary materials for travel/meetings for the Engineering Department.
- Database Management, 5%
Worked for Investment Counsel Company assisting portfolio administrators with database management, client report presentations, and other related office duties.
- Word Processing, 5%
Prepared and organized confidential correspondence, presentations and reports utilizing advanced word processing, graphics and presentation software knowledge.
Most administrative assistants use their skills in "customer service," "data entry," and "powerpoint" to do their jobs. You can find more detail on essential administrative assistant responsibilities here:
Interpersonal skills. One of the key soft skills for an administrative assistant to have is interpersonal skills. You can see how this relates to what administrative assistants do because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, an administrative assistant resume shows how administrative assistants use interpersonal skills: "displayed strong work ethic and superior interpersonal, customer service and communication skills. "
Organizational skills. Many administrative assistant duties rely on organizational skills. "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently.," so an administrative assistant will need this skill often in their role. This resume example is just one of many ways administrative assistant responsibilities rely on organizational skills: "utilize organizational and administrative skills while scheduling appointments, answering phones, preparing estimates and contracts. "
Writing skills. administrative assistants are also known for writing skills, which are critical to their duties. You can see how this skill relates to administrative assistant responsibilities, because "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." An administrative assistant resume example shows how writing skills is used in the workplace: "handled customer service, scheduling appointments, writing letters, and running errands. "
The three companies that hire the most administrative assistants are:
- Robert Half432 administrative assistants jobs
- Bank of America137 administrative assistants jobs
- Compass Group USA104 administrative assistants jobs
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Compare different administrative assistants
Administrative assistant vs. Clerk's assistant/administrative assistant
A clerk's assistant/administrative assistant is responsible for supporting the company's operations and customers' needs by performing administrative and clerical duties as needed. Clerk's assistants/administrative assistants respond to customers' inquiries and concerns, acknowledging and processing orders, and posting their payments. They also sort company documents, manage office supply inventory, submit business transaction reports, schedule appointments, and operate office equipment. A clerk's assistant/administrative assistant must be very organized. They must also have excellent time-management and multitasking skills to perform office duties with high accuracy and efficiency under minimal supervision.
While similarities exist, there are also some differences between administrative assistants and clerk's assistant/administrative assistant. For instance, administrative assistant responsibilities require skills such as "database management," "event planning," "office management," and "office procedures." Whereas a clerk's assistant/administrative assistant is skilled in "dmv," "clerical tasks," "ex," and "real estate." This is part of what separates the two careers.
On average, clerks's assistant/administrative assistant reach similar levels of education than administrative assistants. Clerks's assistant/administrative assistant are 0.8% less likely to earn a Master's Degree and 0.4% more likely to graduate with a Doctoral Degree.Administrative assistant vs. Customer service administrative assistant
A customer service administrative assistant is responsible for responding to customers' inquiries and concerns, alongside performing administrative tasks as required. Customer service administrative assistants must escalate high-level complaints to the appropriate department, organize client meetings, process business letters, assist with developing promotional offers and marketing materials, and research potential clients. They also manage inventories and request stock supplies, create expense reports, and update customer records in the database. A customer service administrative assistant must have excellent customer service skills, as well as the ability to multitask and work under pressure and strict deadlines.
In addition to the difference in salary, there are some other key differences worth noting. For example, administrative assistant responsibilities are more likely to require skills like "customer service," "database management," "word processing," and "provides administrative support." Meanwhile, a customer service administrative assistant has duties that require skills in areas such as "payroll," "credit card," "inbound calls," and "customer complaints." These differences highlight just how different the day-to-day in each role looks.
Customer service administrative assistants earn similar levels of education than administrative assistants in general. They're 1.2% less likely to graduate with a Master's Degree and 0.4% less likely to earn a Doctoral Degree.Administrative assistant vs. Accounts payable/administrative assistant
An accounts payable/administrative assistant works alongside the department head. This position focuses on the administrative side of a budgeting department. They are responsible for organizing a company's financial records, which include all documentation of financial transactions, such as invoices and receipts. They also manage all paperwork needed by their department.
The required skills of the two careers differ considerably. For example, administrative assistants are more likely to have skills like "database management," "provides administrative support," "scheduling appointments," and "meeting minutes." But a accounts payable/administrative assistant is more likely to have skills like "vendor invoices," "credit card," "accounts payables," and "general ledger."
When it comes to education, accounts payable/administrative assistants tend to earn similar degree levels compared to administrative assistants. In fact, they're 0.8% less likely to earn a Master's Degree, and 0.2% less likely to graduate with a Doctoral Degree.Administrative assistant vs. Administrative assistant/communications
An administrative assistant for communications is responsible for handling administrative duties to ensure that corporate communications and announcements are disseminated across the organization and media platforms appropriately. Administrative assistants for communications review documents and files to check for accuracy and conduct revisions as needed before publication. They also manage media relations, create promotional campaigns, and coordinate with clients for any important updates regarding business performance. An administrative assistant for communications must be highly reliable and organizational to work under minimal supervision and meet strict deadlines.
Updated January 8, 2025
