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Become An Operations Administrator Assistant

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Working As An Operations Administrator Assistant

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

  • Repetitive

  • $33,910

    Average Salary

What Does An Operations Administrator 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 An Operations Administrator 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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Operations Administrator Assistant jobs

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Operations Administrator Assistant Career Paths

Operations Administrator Assistant
Office Administrator Accounts Payable Clerk Staff Accountant
Accounting Manager
7 Yearsyrs
Payroll Clerk Office Manager General Manager
Area Manager
7 Yearsyrs
Payroll Clerk Accounts Payable Clerk Billing Specialist
Business Office Manager
8 Yearsyrs
Service Representative Account Executive Office Manager
Chief Executive Officer
8 Yearsyrs
Human Resources Generalist Recruiter Operations Manager
Chief Operating Officer
11 Yearsyrs
Human Resources Coordinator Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Operation Supervisor General Manager
District Manager
7 Yearsyrs
Project Manager Marketing Consultant Event Manager
Food And Beverage Manager
5 Yearsyrs
Project Coordinator Project Manager Program Manager
General Manager
7 Yearsyrs
Human Resources Coordinator Human Resources Generalist
Human Resources Manager
7 Yearsyrs
Human Resources Generalist Human Resources Manager Program Manager
Managing Director
11 Yearsyrs
Service Representative Account Manager Sales Manager
Office Manager
5 Yearsyrs
Operation Supervisor Operations Manager
Operations Director
9 Yearsyrs
Warehouse Associate Forklift Operator Technician
Operations Manager
7 Yearsyrs
Project Manager Program Manager Human Resources Generalist
Payroll Manager
7 Yearsyrs
Specialist Operations Manager General Manager
President/Chief Executive Officer
10 Yearsyrs
Office Administrator Human Resources Coordinator Project Manager
Program Manager
8 Yearsyrs
Warehouse Associate Technician Operations Manager
Purchasing Manager
9 Yearsyrs
Project Coordinator Business Analyst Senior Consultant
Senior Manager
10 Yearsyrs
Specialist Maintenance Technician Production Supervisor
Warehouse Manager
5 Yearsyrs
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Operations Administrator Assistant Demographics

Gender

  • Female

    82.8%
  • Male

    15.4%
  • Unknown

    1.8%

Ethnicity

  • White

    78.8%
  • Hispanic or Latino

    11.7%
  • Asian

    6.9%
  • Unknown

    1.8%
  • Black or African American

    0.8%
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Languages Spoken

  • Spanish

    63.1%
  • Japanese

    7.1%
  • Mandarin

    4.8%
  • Chinese

    3.6%
  • French

    3.6%
  • Tagalog

    3.6%
  • Korean

    3.6%
  • Portuguese

    2.4%
  • Bulgarian

    1.2%
  • German

    1.2%
  • Cantonese

    1.2%
  • Malay

    1.2%
  • Russian

    1.2%
  • Hindi

    1.2%
  • Arabic

    1.2%
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Operations Administrator Assistant

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Operations Administrator Assistant Education

Operations Administrator Assistant

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Top Skills for An Operations Administrator Assistant

ProcessPayrollCustomerServicePersonnelFilesProceduresDataEntryPurchaseOrdersSafetyOfficeSuppliesTravelArrangementsISOComplianceExpenseReportsFinancialReportsFacilityPhoneCallsPowerpointOperationsDepartmentLogisticsSpecialProjectsHumanResources

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Top Operations Administrator Assistant Skills

  1. Process Payroll
  2. Customer Service
  3. Personnel Files
You can check out examples of real life uses of top skills on resumes here:
  • Process payroll and daily time & attendance for 500 to 1000 associates.
  • Provide excellent customer service to clients and vendors, establishing positive relationships and experiences.
  • Maintained personnel files for Management employees.
  • Reviewed and Rewrote outdated policies regarding operational procedures within the Restaurants.
  • Operated desktop computer proficiently, data entry in SMART, MAS and internet.

Top Operations Administrator Assistant Employers