2. Perhaps you are a new business owner, or perhaps you
manage a growing department for your company. No
matter what your position may be, you probably have
some ideas for improving business operations or making
things run more smoothly. If your office or department is
currently without an administrative assistant or secretary,
adding that position to your staff has likely crossed your
mind. But, perhaps you are unsure of what exactly the
role of an administrative assistant entails, or maybe
you’re unsure about what value an administrative
assistant can have for your business. Hiring an admin can
benefit your business in many ways and is certainly
something to consider.
3. What is an Administrative Assistant?
There are several job titles associated with office
administration, such as receptionist, secretary, administrative
assistant, or executive assistant. But what is the difference?
Well, to put it simply, what each job entails varies slightly with
any company, but usually a receptionist sticks to the front
desk and is mainly involved with answering the phones,
sorting the mail, or directing incoming e-mails. Secretaries
often serve just one person, and administrative assistants are
more commonly positioned to help out entire departments or
an entire office. Executive assistants usually report to an
executive officer, like the CEO or president of the company.
Admins typically carry more responsibilities than receptionists
or secretaries.
4. What an Admin Can Do for You
The most important thing an administrative assistant can provide for you and your
business is organization, and this should be any admin’s primary skill. An
administrative assistant can help you organize anything, whether it entails developing
a new filing system, updating digital documents, or managing your appointment
calendar.
Some common responsibilities that administrative assistants take on include:
• Filing and collating
• Preparing documents
– Creating memos and letters
– Making copies
– Binding materials
• Running reports and compiling data
• Keeping track of and ordering office supplies
• Maintaining office calendars and scheduling appointments
• Making travel arrangements
• And more
Ultimately, you are the one creating the job description, so your admin can help you
with anything you need. Administrative assistants also can be assigned various tasks as
needed, including special projects or new responsibilities.
5. What an Admin Can Do for Others
Admins often become an office or department’s
central hub of all communication. Have you ever
needed assistance from another department but
not been sure who to turn to? Businesses with
administrative assistants usually have better
interdepartmental communication because
employees know that if they need something
related to human resources, for example, then
they can just call the human resources
administrative assistant, and he or she will be
able to get them the help that they need. If your
admin fulfills the role of receptionist on top of
his or her other duties, the same will hold true
for your clients. Your administrative assistant will
know who to direct calls and messages to, which
makes communication much easier for the
clients.
6. Finding the Right Candidate
The role of administrative assistant is not one to be taken lightly.
Often, an admin ends up being the one to truly hold an entire
department or office together, ensuring that everything is organized
and running smoothly. Therefore, when it comes time to hire, make
sure that your candidates possess the necessary skills and experience
to do their job effectively. It is becoming more and more common for
employers to expect their admins to have a college degree or several
years of experience as an administrative assistant. You should expect
your administrative assistant to have strong computer knowledge
(including typing, using Microsoft Office products, and experience with
any particular programs used by your department or office),
exceptional organizational skills, outstanding language skills (speaking,
writing, and listening), and a professional attitude and appearance.
