What is an administrative assistant? That is a good question, and we are about to provide you with the answer. Not only will you learn exactly what administrative assistants are, but also what they do, what sort of education they may need, and what sort of training is required.
Yesterday’s secretary is today’s administrative assistant, and with the more glamorous name comes much more responsibility.
What Does an Administrative Assistant Do?
The list of what an administrative assistant does is long. In fact, it is so long and contains such a wide variety of elements that it would be impossible to list them all. Essentially, when an administrative assistant is good at what he or she does, he or she becomes central to all office functions. Administrative assistants know the ins and outs of who, what, where, and how.
Administrative assistants are responsible for the efficient organization and operation of an office. They plan and schedule meetings, coordinate appointments, and can answer most any question without even looking it up. In many cases they serve as the sole communicative and informational means within the office. They are also likely to be responsible for organization of materials, maintenance of files both electronic and paper, and management of projects.
All this is not even touching on the fact that they may have to answer the telephone, perform research, handle guest arrangements and travel arrangements, know who the boss wants to talk to and who they want a message from, and know what documents or faxes are important and which are garbage.
As you can see, the administrative assistant has many jobs and duties. It takes a lot of drive, commitment, and desire in order to place oneself in this job. The administrative assistant is the boss’s backbone and his or her direct contact with the office.
How Do I Become an Administrative Assistant?
While a degree is not always required, it is typically a good idea to have one. Many people are going into college with a business degree in mind. If you were an employer and wanted to hire an administrative assistant, would you choose a person who has no degree, but experience in several areas of the office, or a person who has a degree in business and understands fully the duties of an administrative assistant? If you were in these shoes, you would likely choose the latter.
Therefore, at the very least, having an associate’s degree is a good idea. It is also a good idea to focus your studies on the field in which you wish to work. For example, if you want to become an administrative assistant for an executive on Wall Street, you should consider a finance-related focus. If you want to work within the medical field, you should opt for a focus on business related to medicine, and so forth.
If a degree is beyond your reach for any reason, why not shoot for a certificate in business? This could help you more than a high school diploma alone.
Other than these qualifications, what skills do you need to become an administrative assistant? First, you will need strong typing skills. This means that you should be able to type correctly, with good speed, and without looking at your keyboard. Most things you will need to type in this career path will need to be done quickly. Therefore, boost your typing skills.
You will also need to be proficient in document creation and processing. You will likely be responsible for many duties that require processing documentation, such as composing correspondence. You must familiarize yourself with the average office software and tools. You will want to develop skills with 10-key calculators, computers, fax machines, multiple line telephones, copiers, and so forth.
You may need to gain proficiency in not only word processing software, but also spreadsheet software, graphic design software, and perhaps even financial software depending on the business and field.
Aside from the skills and tools you will need, you also have to have the right personality. The job of administrative assistant is sometimes a very thankless position. You will have to work your fingers to the bone and almost never receive recognition or thanks. You have to be tough enough to withstand long hours, late night calls, and traveling.
How Can I Find Work as an Administrative Assistant?
You have a wide variety of choices when it comes to finding work as an administrative assistant. The first place to look is your local newspaper. If you cannot find anything in there, try putting your application in at several businesses that may be interested in what you have to offer. At the very least, you could get in at entry level and work your way up in time, after proving yourself.
You also might want to try staffing agencies. These places can help you in many ways. For instance, they can help you find a job as an administrative assistant or get in at entry level, with the possibility of permanent employment and promotion. At the same time, you can also take advantage of some of their training or classes offered in areas in which you may need improvement, such as software, tools, or skills.
