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Become A Facilities Assistant

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Working As A Facilities Assistant

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $63,000

    Average Salary

What Does A Facilities Assistant Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become A Facilities Assistant

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Facilities Assistant Career Paths

Facilities Assistant
Facilities Coordinator Executive Assistant Office Manager
Operations Manager
7 Yearsyrs
Facilities Coordinator Executive Assistant
Senior Administrative Assistant
7 Yearsyrs
Facilities Coordinator Executive Assistant Assistant Manager
Service Manager
6 Yearsyrs
Certified Nursing Assistant Team Leader Assistant Manager
Branch Manager
6 Yearsyrs
Certified Nursing Assistant Team Leader Store Manager
Area Manager
7 Yearsyrs
Certified Nursing Assistant Team Leader Operations Manager
Operations Director
9 Yearsyrs
Maintenance Technician Foreman Owner
Co-Owner
6 Yearsyrs
Maintenance Technician Foreman Manager
Controller
9 Yearsyrs
Maintenance Technician Foreman Supervisor
Warehouse Manager
5 Yearsyrs
Security Officer Officer Manager
Site Manager
7 Yearsyrs
Security Officer Officer Supervisor
Assistant General Manager
5 Yearsyrs
Security Officer Technician Maintenance Supervisor
Facilities Manager
7 Yearsyrs
Resident Assistant Specialist Operation Supervisor
Logistics Manager
7 Yearsyrs
Resident Assistant Teacher Administrator
Business Office Manager
7 Yearsyrs
Resident Assistant Instructor Editor
Communications Manager
6 Yearsyrs
Technician Consultant Office Manager
Administrative Manager
6 Yearsyrs
Technician Consultant Assistant Manager
Center Manager
6 Yearsyrs
Coach Consultant Account Manager
Client Services Manager
7 Yearsyrs
Coach Lead Teacher Owner
Communications Director
6 Yearsyrs
Coach Account Executive Vice President, Business Development
President And Founder
5 Yearsyrs
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Do you work as a Facilities Assistant?

Help others decide if this is a good career for them

Do you work as a Facilities Assistant?

Average Yearly Salary
$63,000
View Detailed Salary Report
$31,000
Min 10%
$63,000
Median 50%
$63,000
Median 50%
$63,000
Median 50%
$63,000
Median 50%
$63,000
Median 50%
$63,000
Median 50%
$63,000
Median 50%
$128,000
Max 90%
Best Paying Company
Ascension Health Inc.
Highest Paying City
Burlington, VT
Highest Paying State
North Dakota
Avg Experience Level
2.3 years
How much does a Facilities Assistant make at top companies?
The national average salary for a Facilities Assistant in the United States is $63,907 per year or $31 per hour. Those in the bottom 10 percent make under $31,000 a year, and the top 10 percent make over $129,000.

How Would You Rate The Salary Of a Facilities Assistant?

Have you worked as a Facilities Assistant? Help other job seekers by rating your experience as a Facilities Assistant.

Top Skills for A Facilities Assistant

  1. Facilities Department
  2. Customer Service
  3. Office Supplies
You can check out examples of real life uses of top skills on resumes here:
  • Created databases and spreadsheets to improve inventory management and reporting accuracy for the Financial Department in addition to the Facilities Department.
  • Provided effective communication and customer service support to the attorneys, paralegals and administrative staff on daily basis.
  • Provided administrative support by compiling reports, typing correspondence, updating information and schedules, and monitoring office supplies.
  • Develop and manage facilities maintenance program for all communities, including deferred maintenance, systemic preventative maintenance, and replacement schedules.
  • Processed and verified incoming packages contents and updated purchase orders reflecting received items.

Facilities Assistant Resume Examples And Tips

The average resume reviewer spends between 5 to 7 seconds looking at a single resume, which leaves the average job applier with roughly six seconds to make a killer first impression. Thanks to this, a single typo or error on your resume can disqualify you right out of the gate. At Zippia, we went through over 5,587 Facilities Assistant resumes and compiled some information about how best to optimize them. Here are some suggestions based on what we found, divided by the individual sections of the resume itself.

Learn How To Create A Top Notch Facilities Assistant Resume

View Resume Examples

Facilities Assistant Demographics

Gender

Male

52.0%

Female

37.7%

Unknown

10.2%
Ethnicity

White

60.4%

Hispanic or Latino

17.1%

Black or African American

12.2%

Asian

7.0%

Unknown

3.3%
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Foreign Languages Spoken

Spanish

56.7%

French

10.7%

Mandarin

4.9%

Russian

4.5%

Italian

3.1%

Chinese

3.1%

German

2.7%

Vietnamese

1.8%

Japanese

1.8%

Arabic

1.8%

Cantonese

1.3%

Hebrew

1.3%

Portuguese

1.3%

Hindi

0.9%

Hmong

0.9%

Korean

0.9%

Turkish

0.9%

Swedish

0.4%

Swahili

0.4%

Sami

0.4%
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Facilities Assistant Education

Schools

University of Phoenix

9.5%

North Carolina State University

8.0%

Georgia Southern University

7.1%

Berea College

6.9%

Ohio State University

6.9%

Ohio University -

6.7%

University of Illinois at Urbana-Champaign

5.5%

University of North Carolina at Greensboro

5.5%

University of Memphis

4.7%

Virginia Commonwealth University

4.6%

Georgia Institute of Technology -

4.2%

University of Illinois University Administration

4.2%

Strayer University

3.8%

DePaul University

3.6%

University of South Carolina - Columbia

3.3%

University of North Texas

3.3%

Northeastern University

3.3%

Arizona State University

3.1%

James Madison University

2.9%

The Academy

2.9%
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Majors

Business

21.9%

Kinesiology

12.3%

Psychology

8.0%

Criminal Justice

6.2%

Communication

6.0%

Management

4.7%

Nursing

3.8%

Marketing

3.7%

Accounting

3.3%

General Studies

3.2%

Health Care Administration

2.9%

Sociology

2.9%

History

2.9%

Biology

2.8%

Computer Science

2.7%

Liberal Arts

2.7%

English

2.6%

Finance

2.6%

Mechanical Engineering

2.6%

Fine Arts

2.5%
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Degrees

Bachelors

50.9%

Other

22.6%

Masters

10.5%

Associate

9.7%

Certificate

3.7%

Diploma

1.4%

Doctorate

0.9%

License

0.3%
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How Would You Rate Working As a Facilities Assistant?

Are you working as a Facilities Assistant? Help us rate Facilities Assistant as a Career.

Top Facilities Assistant Employers

Jobs From Top Facilities Assistant Employers

Facilities Assistant Videos

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Maximo Mary's Microphone: A day in the life of a facilities manager

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