What does an Office Administrative Assistant do?
Published 4 min read
An Office Administrative Assistant is responsible for a variety of clerical and administrative duties in an office setting. They may answer phones, take messages, schedule appointments, maintain files, and perform other office duties as needed.
Office Administrative Assistant job duties include:
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Perform clerical duties such as filing, typing, copying, binding, scanning etc.
- Maintain schedules and calendars for managers or supervisors.
- Make travel arrangements for managers or supervisors.
- Arrange meetings and conferences.
- Order office supplies and maintain inventory.
- Prepare reports and presentations.
- Train other office staff on new systems or processes.
Office Administrative Assistant Job Requirements
Office administrative assistants typically need at least a high school diploma, although some jobs may require postsecondary education, and most secretaries and administrative assistants have some college experience. Many office administrative assistant positions also require certification, such as the Certified Administrative Professional (CAP) or the Microsoft Office Specialist (MOS) certification. Some employers may also require office administrative assistants to have several years of experience working in an office environment.
Office Administrative Assistant Skills
- Time management
- Organizational skills
- Multi-tasking
- Communication skills
- Writing skills
- Proofreading skills
- Research skills
- Computer skills
- Microsoft Office Suite
- Google Docs
- Customer service
- Data entry
Related: Top Office Administrative Assistant Skills: Definition and Examples
How to become an Office Administrative Assistant
Office administrative assistants are the backbone of any successful business. They keep the office organized and running smoothly, and they provide critical support to the staff. If you have strong organizational skills and a passion for helping others, then a career as an office administrative assistant may be right for you. Here are a few tips on how to become an office administrative assistant:
1. Get a degree in business administration or a related field. This will give you the basic knowledge and skills you need to be successful in this role.
2. Take courses in computer science and office technology. These will come in handy as you use computers and other office equipment on a daily basis.
3. Develop strong written and verbal communication skills. You will be doing a lot of writing and emailing in this position, so it’s important that you have excellent communication skills.
4. Be organized and detail-oriented. This is one of the most important qualities of a successful office administrative assistant. You will need to be able to keep track of many different tasks and deadlines, so organization is key.
5. Have a positive attitude and be a team player. You will be working closely with other staff members, so it’s important that you are able to work well with others.
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