Becoming an Administrative Assistant

Skilled administrative assistants are in high demand. In general, the job of the administrative assistant is to manage all of the incoming and outgoing communications within an office. Therefore, those applying for these jobs must have a strong knowledge of word processing, writing, and other communication skills. Another requirement employers may ask of someone pursuing an administrative assistant career is that he or she has a broad knowledge of computer skills, such as desktop publishing and spreadsheets.

Exploring the Duties of an Administrative Assistant

While the specific duties of an administrative assistant will vary according to the employer, there are a few duties that are generally required of this position. These include:

• Planning and scheduling meetings and appointments
• Organizing and maintaining both paper and electronic files
• Managing projects
• Handling research
• Managing communications via the telephone, mail, online, and email

Administrative assistants must be able to use a wide range of office equipment, including copiers, fax machines, scanners, videoconferencing tools, and the telephone, in order to carry out these duties. They may also be required to complete other duties, including:

• Negotiating with salespersons
• Maintaining leased equipment
• Purchasing supplies
• Managing stockrooms
• Retrieving data from a variety of sources

In addition to the above duties, an administrative assistant may also sometimes perform other tasks, such as overseeing the training and orientation of new employees.

Administrative Assistant Education and Job Training Requirements

High school graduates who have basic office skills may qualify for an entry-level administrative assistant job. Business schools, vocational schools, and community colleges also provide training for those interested in a career in the field. In addition, it is possible to receive the necessary office and computer skills training at a temporary employment agency.

Those interested in specializing as medical and legal secretaries must go through specialized training programs that will provide them with the necessary skills to perform their duties. Executive secretaries, on the other hand, generally need to have a college degree in order to qualify for such a position. Regardless of the specific goals of the administrative assistant, certification in various administrative fields is recommended because it can lead to better-paying job opportunities.

In addition to receiving specialized training, administrative assistants should also be proficient in typing and have knowledge of proper spelling, punctuation, and grammar. Employers also look for good customer service and people skills when hiring an administrative assistant. It is important for an administrative assistant to be tactful when dealing with people and to be able to use good judgment. Administrative assistances must also have great management skills and should have the ability to work independently. These skills are particularly important for those seeking a higher-level administrative position.

Job Duties of Specialized Administrative Assistant Jobs

Those pursuing a career within a specialized field will also have specialized duties that are different from general administrative assistant positions. An executive administrative assistant, for example, generally arranges conference calls and may also be responsible for making arrangements for executive meetings. In addition, they are usually responsible for conducting research and writing reports.

A legal administrative assistant, on the other hand, performs very specialized tasks that require being knowledgeable of technical terms and procedures. This is because a legal secretary’s duties may include the preparation of legal documents such as summons, complaints, and subpoenas.

The duties of a medical administrative assistant include transcribing dictation, writing correspondence, and assisting physicians with reports, speeches, articles, and much more. In addition, one with this job should be familiar with billing and hospital procedures.