what is an administrative assistant?

As an administrative assistant, you deliver general office support and complete administrative tasks, including scheduling appointments, making travel arrangements, and preparing reports. Your duties are secretarial. You should expect to take notes in meetings, answer phone calls, and oversee the logistics of the office. You also collaborate with multiple supervisors about projects while managing other secretaries.

Administrative assistants working in specialized fields or as executive administrative assistants often require additional training or education. In these positions, your duties exceed secretarial tasks, such as restocking the office with new supplies. You also send and open the mail and coordinate different schedules.

As an administrative assistant, you are a source of information for the public and the face of the company. This requires a high level of professionalism and the ability to remain composed in different circumstances and settings. You also manage and complete performance reports on other administrative assistants, especially if you work for a large corporation with many employee teams. When the company hires new employees, you help with their paperwork, training, and setting up their workspaces.

An administrative assistant manages a complex calendar for personal appointments and professional meetings for several managers and supervisors. Your role also requires performing industry-specific research and creating documents for upcoming presentations or meetings. Daily tasks involve proofreading and preparing different types of reports.

Would working as an administrative assistant suit your interest? Then, read on to find out what competencies and qualifications you need to thrive in an administrative assistant role.

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average administrative assistant salary

Administrative assistants are an indispensable part of any organization. According to the U.S. Bureau of Labor Statistics, the average annual salary for administrative assistants is $44,080, which is equivalent to an hourly rate of $21.19. However, this figure varies based on several factors.

Experience is the primary factor that determines an administrative assistant's salary. Those with more years of experience and proven skills tend to command higher wages. Additionally, individuals with relevant degrees or certifications may receive higher compensation. Employers will increase your salary since you bring more hands-on skills to the company when you have better qualifications and skills. Additional competencies, like bilingual abilities, help the company deal with international clients better, and your compensation may reflect the extra qualifications.

Geographical location influences an administrative assistant's salary. Salaries may differ based on the cost of living in a particular region. For example, administrative assistants in metropolitan areas or cities with a higher cost of living may receive a higher salary than those in less expensive areas.

The industry in which an administrative assistant works can also impact their salary. For instance, those employed in finance, legal services, or healthcare sectors may receive higher compensation due to the specialized knowledge and skills required in these fields.

Would you like to know what an administrative assistant earns? Where are the highest salaries paid for administrative assistants? Then check out this administrative assistant salary page and find out all about the salary of an administrative assistant in the USA.

Female smiling, sitting on a table with pen in her hands
Female smiling, sitting on a table with pen in her hands
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types of administrative assistant

The types of administrative assistant positions include:

  • legal administrative assistants: You assist lawyers and paralegals with administrative work. You file clients' paperwork, conduct research, and take notes during client consultations. You also receive correspondence and send letters on behalf of lawyers.
  • executive administrative assistants: You help top-level managers accomplish their functions. You prepare their work schedules, organize appointments, and write meeting minutes. Other administration tasks may include hiring employees and bookkeeping.
  • local government administrative assistant: You support local city or municipality council departments. You also help members of the public in receiving government services.
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working as an administrative assistant

Working as an administrative assistant involves helping the company ensure all operations run smoothly. Let's explore some of the duties of an administrative assistant.

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administrative assistant skills and education

You need the following educational qualifications to succeed as an administrative assistant:

  • high school diploma: Many entry-level administrative assistant positions require at least a  high school diploma or its equivalent. This education demonstrates that a candidate has basic academic proficiency and essential skills.
  • post-secondary education: Some employers may prefer or require candidates with college education, such as an associate's degree or a certificate in office administration, business administration, or a related field. These programs often cover office procedures, communication skills, and software applications.
  • software proficiency training: Administrative assistants should have experience using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Additional knowledge of other relevant software tools may also be beneficial.
  • workshop training: Professional development opportunities and seminars can also enrich your knowledge and stay updated on industry trends.
  • internships: Internships or on-the-job training programs provide practical experience. They can bridge the gap between theoretical knowledge and real-world application. Exposure to daily tasks and challenges during these experiences enhances your adaptability and problem-solving capabilities.

skills and competencies

Some of the administration skills and competencies needed in the role include:

  • technical skills: You need technical skills to perform data entry tasks, manage calendars, and prepare company reports. You need to be familiar with various software like spreadsheets, customer relationship management systems, and virtual help desks. Technical skills help you complete your responsibilities efficiently.
  • communication abilities: You need exceptional communication skills. Your employer needs to trust you to be the company's voice when handling customer correspondence. You should speak to people professionally and have a friendly and positive attitude when talking to customers and guests.
  • organizational skills: You require organizational skills to keep up with your schedules and ensure you have a well-run and organized office. Your role often includes organizing team schedules, files, and events. Your fellow team members can follow your filing system when you have organizational skills. You also won't misplace important documents in the office.
  • time management: Since you are a resource for most workers in the company, your time is always stretched. Time management helps you properly allocate and plan your schedule to ensure you assist all departments. It also improves your productivity and performance and helps you become a better resource for your team.
womale looking at her file
womale looking at her file
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FAQs about working as an administrative assistant

Here, you will find answers to the most frequently asked questions about administrative assistants.

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