In the competitive world of business organization, its lifeblood is the Administrative Assistant. It was stated by Sharon Burton and Nelda Shelton (thru their text book, Office Procedures for the 21^st century, 5^th edition) that they are information and people managers and no company could be successful without them. For the Administrative Assistant who wants to be advanced in the 21^st century, one must possess not only basic skills competency but also technically knowledgeable and socially proficient. Having the basic skills necessary to be able to converse clearly and cope up with colleagues, co-workers, supervisors and clients is now more vital than ever.

The essential role of Administrative Assistant are now taking on more obligation than any other time in history, Presently, they need strong communication skills to efficiently collaborate with various people and job roles, undertaking tasks of moderate to high complexity and scope. They also may be required to keep their team’s business operations, organize activities and advancing forward. They’ll need to be self-starters who can distinguish where processes can be enhanced and who will initiate to improving them.

Administrative Assistants, particularly Executive Administrative Assistants, must also possess strong business judgment, professional etiquette and organizational, analytical and problem-solving skills to be able to interact with high-level executives both inside and outside of the company.

Moreover, in doing more traditional responsibilities such as supervising correspondence, controlling office schedules and communications, maintaining office policies and procedures and establishing of office events, the Administrative Assistant must have a comprehensive knowledge of their company’s products and services to be able to analyze efficiently and foresee the need of their superiors, team member and their projects.

Administrative Assistant Duties

The job of the administrative assistant has evolved over time to be an exciting and challenging role that requires both technical and soft skills.  More common tasks include managing calendars, booking travel, scheduling facilities and equipment, routine clerical and organizational tasks, organizing files, drafting messages, mentoring team members, scheduling appointments and managing social medial and general staff support.   You may also be required to manage small projects and help define new operational strategies.

Administrative Assistant Job Description

The following is an example of two Administrative Assistant job descriptions posted on the Internet by companies seeking Administrative Assistants in 2013.

Sample Job Descriptions

Sample 1: As the administrative assistant you will be providing office support by administrative policies/procedures, and projects. You will be responsible for: Creating and revising systems and procedures by analyzing operating practices, record keeping systems, forms control, office layout, and budgetary and personnel requirements. You will resolve administrative problems by preparing reports, analyzing data, and identifying solutions. You will take responsibility for preventive maintenance of office equipment by calling for repairs; etc. You will maintain supplies inventory, anticipating needs; placing/expediting orders and verifying receipts. You will complete operational requirements by scheduling/assigning administrative projects and expediting work results.

Sample 2: As an Administrative Assistant, you’re at the heart of your team’s business operations and activities and the soul that keeps your team moving forward. You anticipate the needs of your managers and team members and help them stay focused on their projects by resolving operational and administrative issues before they arise. You move quickly with the changing environment and are up to date with the latest company products and services. You also use that knowledge to strategically support your team’s projects. In addition to being organized and analytical, you possess the strong business judgment and communication skills needed to interact with a variety of people and job functions.

Administrative Assistant Skills

Here are some common Administrative Assistant skills required for many job postings by companies seeking Administrative Assistants. .

• Proficient in Microsoft Office including Word, Excel and Outlook
• Ability to type (keyboard) at 40 to 80 WPM depending on the position
• Reporting Skills and Administrative Writing Skills
• Ability to manage processes and analyze Information
• Excellent organizational skills with high attention to detail
• Professional, proactive and self-motivated with an ability to take direction
• Problem Solving Skills
• Supply Management and Inventory Control
• Excellent communicative and interpersonal skills needed along with a “Can Do” attitude!
• Ability to multi-task and change direction quickly
• Be a team-player and be able to work on own initiative in a dynamic and challenging environment
• Ability to demonstrate initiative and honed organizational skills

Hence, Administration Assistant isn’t just a position to be filled-in in an organization or company, rather an essential part of a team contributing vital aspects in office managements and procedures.

By: Mr. Dennis B. Dizon | Administrator | Department Office of Balanga