This document outlines the responsibilities of an administrative assistant, executive assistant, and office assistant. It describes duties such as managing day-to-day office operations, answering phones, scheduling meetings, maintaining records and filing systems, ordering supplies, using computer programs, and troubleshooting office equipment issues. The document also lists responsibilities for an HR assistant such as providing secretarial support, maintaining confidentiality, and submitting employee reports. Additionally, it outlines tasks for a data entry assistant like verifying customer data, entering information, resolving discrepancies, and maintaining confidentiality.

1. Extended Job Description Background
Administrative Assistant, Executive Assistant, Office Assistant
 Manage the day-to-day operation of the office.
 Coordinate activities with other supervisory personal or with other units or
departments.
 Answer telephones and give information to callers, takes messages, or transfer
calls to appropriate individuals.
 Create, maintain, and enter information into databases; along with compute,
record, and proofread data and other information, such as records or reports.
 Type, format, proofread, and edit correspondence and other documents, from
notes or voice recording using computers or typewriters.
 Coordinate conferences, meetings or specials events, such as luncheons or
graduation ceremonies, along with maintain scheduling and events calendars.
 Arrange conference, meeting, or reservations for office personnel.
 Prepare conference or event materials, such flyers or invitations.
 Make travel arrangements, both domestic and international (flight and hotel) for
office personal.
 Establish work procedures or schedules and keep track of the daily work of
clerical staff.
 Schedule and confirm appointments for clients, customers, or office personal.
 Greet visitors or callers and handle their inquiries or direct them to the
appropriate persons according to the needs.
 Maintain records pertaining to inventory, personal, orders, supplies, or machine
maintenance.
 Prepare and issue work schedules, deadlines and duty assignments for office or
administrative staff.
 Maintain scheduling and events calendars
 Open, read, sort, route, and distribute incoming mail or other materials and
answer routine letters, and well as prepare outgoing mail packages.
 Maintain and update filling, inventory, mailing, and database systems, either
manually or using a computer.
 Review files, records, and other documents to obtain information to respond to
requests.
 Compile, copy, sort, and file records to office activities, business transactions,
and other activities.
 Set up, record, manage paper or electronic filing systems, recording information,
update paperwork, or maintain documents, such as attendance records,
correspondence, or other materials.

2.  Order and dispense supplies, as well as monitor inventory levels and requisition
or purchase supplies as needed.
 Use computers for various applications, such as database management or word
processing.
 Manage and complete projects or contribute to committee or team work.
 Operate and troubleshoot problems with office equipment and machine, such as
fax machines, copiers, scanners, phone and voicemail systems and personal
computers as well as arrange for repairs when equipment and/or machine
malfunctions.
 Learn to operate new office technologies or software as they are developed and
implemented.
HR Assistant
 Provide secretarial support by entering, formatting, and printing information;
organizing work, answering the telephone
 Maintain employee confidence and protect operations by keeping human
resource information confidential.
 Properly handle complaints and grievance procedures.
 Maintains quality service by following organization standards.
 Submits employee data reports by assembling, preparing, and analyzing.
 Arrange for employee transfer from one location to another for new position.
Data Entry Assistant
 Verifies entered customer and account data by reviewing, correcting, deleting, or
re-entering data; combining data from both systems when account information is
incomplete; purging files to eliminate duplication of data.
 Maintain data entry requirements by following data program techniques and
procedures.
 Entering customer and account data by inputting alphabetic and numeric
information on keyboard or optical scanner according to screen format.
 Prepares source data for computer compiling and sorting information.
 Maintain customer confidence and protects operations by keeping information
confidential. (HIPPAA Laws)
 Processes customer and account source documents by reviewing data for
deficiencies; resolving discrepancies by using standard procedures or returning
incomplete documents to the team leader for resolution.