The Administrative Assistant is responsible for providing office support to executives, managers, and other professionals. These duties include reception work, office administration, assisting management with financials, and providing support for the Board of Directors. Each category includes several job duties, many of which requires the Administrative Assistant to be personable, friendly, organized, and possess great communication skills. This position requires most of the day at a desk either in the front lobby or near the executive they personally work for.
The first duty an Administrative Assistant is needed for is reception. They are responsible for answering general phone inquiries and then either directing those phone inquiries to the appropriate staff members or replying to the information request with accurate information. They are also the ‘face’ of the company and are required to greet clients and visitors to the organization in a professional and friendly manner.
The main role of an Administrative Assistant is office administrator. These job duties include working with word processing, spreadsheets, and database software to prepare reports, memos, and documents. They also update and ensure the accuracy of these databases for management to read. To be extra cautious, they also document each electronic file as a back-up with paper procedures and proper filing. All incoming and outgoing mail must be sorted by the assistant including email, faxes and courier deliveries for distribution to the appropriate staff member.
The office supplies are managed by the assistant, which means they purchase, receive and store the office supplies ensuring that basic supplies are always available. They are also responsible for the secretary duties including support to the staff, coordinating travel plans, meetings, and other arrangements for staff members while maintaining their calendars on a daily basis. Scheduling for management may also be needed for the assistant.
The Administrative Assistant will also assist with financial management, which includes preparing invoices and financial statements, coding and filing financial material according to established procedures, and processing accounts payable and accounts receivable. They also help by preparing accurate bank reconciliations and deposits either daily, weekly or bi-weekly, and will administer petty cash according to procedures.
Lastly, the Administrative Assistant can be responsible for providing the Board with support, which means working with the Executive Director to prepare meeting agendas and supporting material for distribution as well as supporting the Board with meetings, travel and other arrangements they may have. They will also draft minutes of all Board meetings for review by the Director and create an action list for management based off the Board meetings.
If applying for an Administrative Assistant position, your resume should include your experience with word processing and excel spreadsheets as well as any databases used to collect and store data. Having a clean and efficient filing procedure that works across multiple companies is great when transitioning to another organization.
Describe all major job duties including who you worked for and what you did for them. These should include recording minutes during a meeting and reporting those minutes to the Director and management while drafting an action list based on those minutes, as well as reporting and documenting, coordinating travel plans and calendars, and stocking the office supplies with necessities.
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