10/21/2021
Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.
Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.
Administrative assistant responsibilities:
Answer and direct phone calls
Organize and schedule appointments and meetings
Maintain contact lists
Produce and distribute correspondence memos, letters, faxes, and forms
Develop and maintain a filing system
Order office supplies
Submit and reconcile expense reports
Provide general support to visitors
Provide information by answering
questions and requests
Take dictation
Research and creates presentations
Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
Cover the reception desk when required
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Coordinate office procedures
Reply to email, telephone, or face to face inquiries
Develop and update administrative systems to make them more efficient
Receive, sort, and distribute the mail
Answer telephone calls and pass them on
Manage staff appointments
Oversee and supervise the work of junior staff
Maintain up-to-date employee holiday records
Coordinate repairs to office equipment
Greet and assist visitors to the office
Photocopy and print out documents on behalf of other colleagues
Provide polite and professional communication
Conduct data entry
Administrative assistant skills & proficiencies:
Administrative Writing Skills
Proficiency in Microsoft Office
Professionalism
Problem Solving
Supply Management
Verbal Communication
Office Administration Procedures
Typing
Attention to Detail
Accuracy
Multitask
Telephone Skills
Teamwork
Discretion and Judgment
Patience
Resourcefulness
Anticipates Needs
Emotional Intelligence
Flexibility
Editing and Proofreading
Microsoft Office Skills
Typing Skills