Administrative Assistant
An administrative assistant is an office professional responsible for a variety of clerical tasks to support executives, such as presidents or owners of businesses and government agencies. These professionals manage both short- and long-term projects, often stepping into executive roles when necessary. Administrative assistants typically work in indoor office environments, closely collaborating with their employers and interacting with other staff and external vendors. They are tasked with duties that include organizing travel plans, managing communications, overseeing project execution, and even running personal errands for executives.
The role demands a detail-oriented mindset and a positive attitude, as administrative assistants are expected to efficiently handle various tasks, from scheduling appointments to maintaining files. While entry-level positions generally require a high school diploma or equivalent, postsecondary education in office administration or vocational training can enhance job prospects. The median annual earnings for administrative assistants are around $46,010, although there is a projected decline in employment opportunities in this field. Overall, this career path is well-suited for individuals who thrive in dynamic environments and enjoy managing multiple responsibilities.
Administrative Assistant
Snapshot
Career Cluster(s): Business, Management & Administration
Interests: Office management; managing people, projects, and schedules; information management technology; communication; meeting/event planning; detail-oriented tasks
Earnings (Yearly Median): $46,010 per year $22.12 per hour
Employment & Outlook: -10% (Decline)
Entry-Level Education High school diploma or equivalent
Related Work Experience Secretarial or General Office Clerks
On-the-job Training Short-term on-the-job training
Overview
Sphere of Work. An administrative assistant is an office professional who performs various clerical tasks to assist the executives, presidents, or owners of a corporate business or government agency with the smooth operation of the office. An administrative assistant is responsible for managing and completing a wide range of short- and long-term duties and projects, and frequently takes on executive responsibilities in the absence, or under the direction, of the executive.
Work Environment. An administrative assistant generally works from an indoor office and takes all directions from his or her employer. An assistant usually works in a space that is near, or in some cases connected to, the workspace of the executive to whom he or she reports. Administrative assistants interact with other office personnel, other executives or company vice presidents, and external vendors. They must often assume office management responsibilities, frequently delegating tasks and projects to secretaries, interns, and other subordinates. They usually work a standard forty-hour week but may be expected to work longer hours, depending on the nature of the business.
Occupation Interest. Those interested in pursuing a career as an administrative assistant must be highly detail-oriented with the desire to complete any task, big or small, quickly and efficiently. An administrative assistant must have a passion for working with and managing people and must maintain a positive attitude. Because employers expect extremely efficient results from their office personnel, an administrative assistant should possess the desire to please and sometimes to exceed what would normally be expected of an office worker.
A Day in the Life—Duties and Responsibilities. An administrative assistant’s typical workday consists of performing standard, high-level clerical tasks as needed, as well as completing additional errands and assignments as directed by the employer. Administrative assistants provide information management support to top company executives. These tasks may include organizing conference calls, arranging itineraries and travel plans, reviewing correspondence, and preparing the office for large meetings. They may also supervise other employees and provide training and orientation to new office personnel. Throughout the day, they manage all communications for their employers, including scheduling appointments, maintaining paper and electronic files, overseeing large projects, conducting research, and handling messages and mail services.
In addition to regular administrative tasks, administrative assistants often perform duties outside of the administrative sphere, such as running personal errands, meeting with external vendors, and conducting an employer’s business in his or her absence. Some administrative assistants, like those who operate within a specialized field, may be required to learn and understand technical terminology and procedures used in that field.
Administrative assistants are sometimes expected to be on call for last minute or emergency projects outlined by their employers.
Office Managers (169.167-034). Office Managers carry on the day-to-day operations of a business according to the wishes of an owner or executive.
Administrative Secretaries (169.167-014). Administrative Secretaries are staff secretaries that perform the day-in and day-out clerical duties of running a business office. Record keeping, typing and filing memos, and maintaining a smooth flow of information within an organization are some of the duties.
Administrative Clerks (219.362-010). Administrative Clerks compile and maintain records of business transactions and office activities.
Work Environment
Immediate Physical Environment. Administrative assistants usually work in clean, comfortable, and well-maintained offices located in close proximity to that of their employer. Some administrative assistants have their own offices where they work alone, and some work in large, open spaces with many other office employees. Most administrative assistants work in corporate business offices, hospitals, schools, government agencies, law firms, or nonprofit organizations. A virtual administrative assistant works remotely, from a home or private office.
Human Environment. Administrative assistants interact with numerous people on a daily basis and must maintain a pleasant attitude. They may greet guests or customers, direct and supervise office employees and vendors, and interact with high-level executives.
Technological Environment. An administrative assistant commonly uses a computer equipped with standard office software, e-mail, and Internet applications, as well as any custom software the company may use. Administrative assistants also use transcription and dictation software, copy and fax machines, scanners, telephone systems, and audio recorders.
Education, Training, and Advancement
High School/Secondary. High school students interested in becoming administrative assistants should focus on subjects like business, communications, computers, technology, economics, and English. High school graduates who have some basic knowledge of office management and of the relevant software can apply to become administrative assistants. Students can also take independent classes to learn the fundamentals of office management. They can also participate in a job shadowing project or mentorship program.
Postsecondary. Interested postsecondary students should complete a vocational education program that offers training in office skills or a one- or two-year program in office administration at a community college or vocational school. Administrative assistants in a specialized field, like law or medicine, must complete specialized training programs designed to familiarize new employees with the culture and language of the specialty.
A postsecondary degree is not formally required for administrative assistant positions; however, it has become increasingly helpful to have a college degree, as employers are looking for polished, knowledgeable individuals who are able to interact intelligently and effectively with top executives.
Postsecondary students are also encouraged to seek internships or part-time volunteer positions in local corporate offices to gain real-world experience and to further their knowledge of the trade.
Related Occupations
− Administrative Support Supervisor
− Customer Service Representative
Bibliography
"Occupational Employment and Wages, May 2023 43-6014 Secretaries and Administrative Assistants, Except Legal, Medical, and Executive." US Bureau of Labor Statistics Occupational Employment and Wage Statistics, 3 Apr. 2024, www.bls.gov/oes/current/oes436014.htm. Accessed 28 Aug. 2024.
"Secretaries and Administrative Assistants." Occupational Outlook Handbook. US Bureau of Labor Statistics, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm. Accessed 28 Aug. 2024.