Administrative assistants provide support for all types of organizations and businesses and their staff members. Their duties can include general clerical tasks, such as drafting documents and answering telephones, as well as administrative jobs, including scheduling and project management. They generally serve a 40-hour workweek, although some work in a temporary or part-time capacity. While there are no specific education requirements, a 1- or 2-year administrative assistant program at a vocational school or community college can provide solid training to begin this career.
General administrative assistants are responsible for managing projects, opening and distributing mail, organizing files and conducting general research. They may also be in charge of ordering office supplies and communicating with vendors. Other tasks include:
- Drafting documents and correspondence
- Preparing reports
- Providing telephone support
General administrative assistants must possess excellent typing skills, strong oral and written skills, and the ability to communicate well with others. They must be able to work independently or on a team with other administrative professionals.
Knowledge of computers, software, databases and word processing programs is necessary. Assistants must also be able to operate general office equipment, such as a copy machine, fax machine, multi-line telephone system and scanner.
Though no formal college degree is required, completing a 1- or 2-year administrative assistant program provides the skills necessary to enter this career. Business schools, community colleges, technical schools and universities offer courses, certificates and associate degrees in this area.
The U.S. Bureau of Labor Statistics (BLS) predicted a 3% increase in employment for secretaries and administrative assistants, except legal, medical and executive secretaries, between 2014 and 2024. New jobs were expected to be created as those currently holding positions transfer to new ones or retire. These professionals earned a median salary of $33,910 in May 2015, reported the BLS.
Some administrative assistants choose to become self-employed, offering freelance virtual services. They communicate with their clients via e-mail, fax, telephone and the Internet. They perform many of the same duties as on-site administrative assistants, but from their home offices, using their own office equipment.
General administrative assistants may advance their careers by obtaining specialized certifications through various organizations, such as the International Virtual Assistants Association (IVAA) or the International Association of Administrative Professionals. Others advance through in-house promotion to positions such as executive assistant, senior secretary or office manager.
In conclusion, an administrative assistant performs both administrative and clerical tasks in a variety of businesses, and the job has no specific education requirements.