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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.

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Administrative Assistant Responsibilities

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

  • Post open positions for company on social media websites, manage company Facebook page.
  • Manage and update social media outlets including Facebook and LinkedIn.
  • Manage a computerize database for large client orders while executing planning responsibilities and controlling company inventory.
  • Manage company finances using QuickBooks software, including monitoring the operating budget and collecting on unpaid invoices.
  • Manage executive calendars and handle logistics of meetings and conference calls, coordinate travel and conduct internet research for special projects.
  • Review course syllabi to ensure grammatical correctness and ensure it is in accordance with DoD policies and regulations.
  • Organize conventions and seminars, to include: invitation mailings, promotion, catering, facilities, set-up and logistics.
  • Monitor progress toward meeting the logistics plan, identify the possible impact of delays and take ownership to prevent known problem.
  • Coordinate badge/access card issuance with proper clearance identification.
  • Monitor payroll records for various factors contributing to budgetary overages.
  • Provide facility inventory, distribution, in accordance with standardize process.
  • Provide administrative support on correspondence in accordance with DoD policies and regulations.
  • Commend for outstanding administrative support to the senior military executive of the facility.
  • Administer the student database, greet visitors, organize confidential paperwork and filing system.
  • Complete financial transactions, deliver documents to clients, and monitor and calculate payroll.

Administrative Assistant Job Description

Perhaps the hardest question to answer when deciding on a career as an administrative assistant is "should I become an administrative assistant?" You might find this info to be helpful. When compared to other jobs, administrative assistant careers are projected to have a growth rate described as "decline" at -7% from 2018 through 2028. This is in accordance with the Bureau of Labor Statistics. What's more, is that the projected number of opportunities that are predicted to become available for a administrative assistant by 2028 is -276,700.

On average, the administrative assistant annual salary is $36,352 per year, which translates to $17.48 an hour. Generally speaking, administrative assistants earn anywhere from $27,000 to $48,000 a year, which means that the top-earning administrative assistants make $21,000 more than the ones at the lower end of the spectrum.

Once you've become an administrative assistant, 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 clerk's assistant/administrative assistant, customer service administrative assistant, accounts payable/administrative assistant, and administrative assistant/communications.

Administrative Assistant Jobs You Might Like

12 Administrative Assistant Resume Examples

Administrative Assistant Skills and Personality Traits

We calculated that 11% of Administrative Assistants are proficient in Customer Service, Data Entry, and Communication. 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, 11%

    Served as liaison to customer service department for inventory updates - Other duties as assigned by the Manager of Generic Pharmaceutical Procurement

  • Data Entry, 8%

    Completed data entry for accounting department efficient project completion coordinate and arrange scheduled military trips, for government personnel.

  • Communication, 7%

    Provide administrative support for all Delivery Services personnel and interface as a positive link for communication and team effectiveness.

  • Phone Calls, 6%

    Directed visitors to designated locations throughout the facility; answers/redirects phone calls and assists with administrative office tasks as needed.

  • Office Procedures, 5%

    Administered office procedures, originated own correspondence, maintained financial reports and statements, and organized and managed numerous files.

  • Powerpoint, 5%

    Created presentation books and submission materials for underwriters review for premium quotes as well as facilitated meeting with underwriters via PowerPoint.

Some of the skills we found on administrative assistant resumes included "customer service," "data entry," and "communication." We have detailed the most important administrative assistant responsibilities below.

  • The most important skills for an administrative assistant to have in this position are interpersonal skills. In this excerpt that we gathered from a administrative assistant 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 assistant in order to "used strong interpersonal skills to collaborate with staff members to create solutions to issues. "
  • While it may not be the most important skill, we found that many administrative assistant duties rely on organizational skills. This example from a administrative assistant 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 assistants are able to utilize organizational skills: "utilize organizational and administrative skills while scheduling appointments, answering phones, preparing estimates and contracts. "
  • Writing skills is also an important skill for administrative assistants to have. This example of how administrative assistants use this skill comes from a administrative assistant resume, "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers" Read this excerpt from a resume to understand how vital it is to their everyday roles and responsibilities, "handled customer service, scheduling appointments, writing letters, and running errands. "
  • See the full list of administrative assistant skills.

    We've found that 46.9% of administrative assistants have earned a bachelor's degree. Furthermore, 4.3% earned their master's degrees before becoming an administrative assistant. While it's true that most administrative assistants have a college degree, it's generally possible to become one with only a high school degree. In fact, one out of every five administrative assistants did not spend the extra money to attend college.

    Those administrative assistants who do attend college, typically earn either a business degree or a psychology degree. Less commonly earned degrees for administrative assistants include a accounting degree or a general studies degree.

    Once you're ready to become an administrative assistant, you should explore the companies that typically hire administrative assistants. According to administrative assistant resumes that we searched through, administrative assistants are hired the most by Robert Half, Bank of America, and Compass Group USA. Currently, Robert Half has 432 administrative assistant job openings, while there are 137 at Bank of America and 104 at Compass Group USA.

    Since salary is important to some administrative assistants, it's good to note that they are figured to earn the highest salaries at Bain & Company, Intel, and Keller Williams Realty. If you were to take a closer look at Bain & Company, you'd find that the average administrative assistant salary is $67,330. Then at Intel, administrative assistants receive an average salary of $66,301, while the salary at Keller Williams Realty is $65,864.

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

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

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    What Clerk's Assistant/Administrative Assistants Do

    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.

    In this section, we take a look at the annual salaries of other professions. Take clerk's assistant/administrative assistant for example. On average, the clerks's assistant/administrative assistant annual salary is $3,279 lower than what administrative assistants make on average every year.

    Even though administrative assistants and clerks's assistant/administrative assistant have vast differences in their careers, a few of the skills required to do both jobs are similar. For example, both careers require customer service, data entry, and phone calls in the day-to-day roles.

    As far as similarities go, this is where it ends because an administrative assistant responsibility requires skills such as "communication," "database," "special events," and "staff meetings." Whereas a clerk's assistant/administrative assistant is skilled in "payroll," "dmv," "patient care," and "records management." So if you're looking for what truly separates the two careers, you've found it.

    Clerks's assistant/administrative assistant receive the highest salaries in the manufacturing industry coming in with an average yearly salary of $32,183. But administrative assistants are paid more in the finance industry with an average salary of $39,358.

    Clerks's assistant/administrative assistant tend to reach similar levels of education than administrative assistants. In fact, clerks's assistant/administrative assistant are 0.8% less likely to graduate with a Master's Degree and 0.4% more likely to have a Doctoral Degree.

    What Are The Duties Of a 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.

    Now we're going to look at the customer service administrative assistant profession. On average, customer service administrative assistants earn a $4,095 lower salary than administrative assistants a 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 assistants and customer service administrative assistants are known to have skills such as "customer service," "data entry," and "communication. "

    But both careers also use different skills, according to real administrative assistant resumes. While administrative assistant responsibilities can utilize skills like "database," "word processing," "appropriate person," and "confidential information," some customer service administrative assistants use skills like "payroll," "outbound calls," "customer accounts," and "credit card."

    On average, customer service administrative assistants earn a lower salary than administrative assistants. There are industries that support higher salaries in each profession respectively. Interestingly enough, customer service administrative assistants earn the most pay in the insurance industry with an average salary of $32,718. Whereas, administrative assistants have higher paychecks in the finance industry where they earn an average of $39,358.

    On the topic of education, 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.

    How an Accounts Payable/Administrative Assistant Compares

    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.

    Let's now take a look at the accounts payable/administrative assistant profession. On average, these workers make higher salaries than administrative assistants with a $1,094 difference per year.

    Using administrative assistants and accounts payable/administrative assistants resumes, we found that both professions have similar skills such as "customer service," "data entry," and "phone calls," but the other skills required are very different.

    Some important key differences between the two careers are a few of the skills necessary to fulfill responsibilities. Some examples from administrative assistant resumes include skills like "communication," "database," "scheduling meetings," and "scheduling appointments," whereas an accounts payable/administrative assistant might be skilled in "vendor invoices," "credit card," "ach," and "journal entries. "

    Interestingly enough, accounts payable/administrative assistants earn the most pay in the agriculture industry, where they command an average salary of $39,356. As mentioned previously, administrative assistants highest annual salary comes from the finance industry with an average salary of $39,358.

    Accounts payable/administrative assistants are known to earn similar educational levels when compared to administrative assistants. Additionally, they're 0.8% less likely to graduate with a Master's Degree, and 0.2% less likely to earn a Doctoral Degree.

    Description Of an 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.

    The fourth career we look at typically earns lower pay than administrative assistants. On average, administrative assistants/communications earn a difference of $623 lower per year.

    While both administrative assistants and administrative assistants/communications complete day-to-day tasks using similar skills like data entry, communication, and office procedures, the two careers also vary in other skills.

    Even though a few skill sets overlap, there are some differences that are important to note. For one, an administrative assistant might have more use for skills like "customer service," "phone calls," "database," and "appropriate person." Meanwhile, some administrative assistants/communications might include skills like "special projects," "company website," "procedures," and "calendar management" on their resume.

    Now, let's take a closer look at the financials in each career. The finance industry tends to pay more for administrative assistants/communications with an average of $37,038. While the highest administrative assistant annual salary comes from the finance industry.

    In general, administrative assistants/communications reach similar levels of education when compared to administrative assistants resumes. Administrative assistants/communications are 1.7% more likely to earn their Master's Degree and 0.1% less likely to graduate with a Doctoral Degree.

    What an Administrative Assistant Does FAQs

    Is an administrative assistant a good job?

    Yes, being an administrative assistant is a good job. Administrative assistants is ranked #27 in the best business jobs. An administrative assistant works with people, demonstrates a broad range of skills, and has opportunities for advancement.

    What are the main duties of an administrative assistant?

    Administrative assistants' main duties are 'secretarial duties,' such as accounting, data entry, billing, inventory, record-keeping, correspondence, and sales, so strong typing skills and familiarity with Microsoft Office programs (e.g., Excel, Documents) are very important.

    What qualifications do you need to be an admin assistant?

    The qualifications you need to be an administrative assistant are knowledge of computers and office equipment, communication, and people skills, time management, and scheduling abilities. Successful administrative assistants thrive on performing a wide range of duties, from basic clerical tasks to specialized jobs in specific industries.

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