What does an Office Assistant do?
Published 3 min read
An office assistant is responsible for a variety of clerical and administrative tasks, including answering phones, typing documents, and maintaining files. They may also perform more specialized duties, such as scheduling appointments and ordering supplies.
Office Assistant job duties include:
- Answering and routing phone calls
- Organizing and scheduling appointments
- Planning meetings and taking detailed minutes
- Writing and distributing email, correspondence memos, letters, faxes and forms
- Assisting in the preparation of regularly scheduled reports
- Developing and maintaining a filing system
- Ordering office supplies and researching new deals and suppliers
- Maintaining contact lists
- Booking travel arrangements
- Providing general support to visitors
Office Assistant Job Requirements
Most office assistant positions require at least a high school diploma, although some may prefer or require postsecondary education, such as an associate degree. Many office assistants also complete certification programs to demonstrate their proficiency in specific areas, such as computer applications or medical billing and coding. Many employers also prefer candidates with prior experience working in an office setting.
Office Assistant Skills
- Filing
- Organizing
- Scheduling
- Answering phones
- Greeting clients
- Maintaining calendars
- Making travel arrangements
- Taking messages
- Typing
- Proofreading
- Data entry
Related: Top Office Assistant Skills: Definition and Examples
How to become an Office Assistant
Office assistants are the backbone of any office. They keep the office organized and running smoothly. Here are some tips on becoming an office assistant:
1. Be organized and detail-oriented. Office assistants need to be able to keep track of many different tasks and deadlines. This requires being organized and paying attention to detail.
2. Have good people skills. Office assistants interact with customers, clients, and co-workers on a daily basis. It is important to be able to communicate effectively and have good people skills.
3. Be proficient in computer applications. Most offices today use computers for a variety of tasks. Office assistants need to be proficient in common computer applications such as Microsoft Office or Google Docs.
4. Be able to multitask. Office assistants are often juggling multiple tasks at once. They need to be able to prioritize and manage their time efficiently in order to get everything done.
5. Take initiative. Office assistants need to be proactive and take initiative in order to keep the office running smoothly. This means being able to think ahead and anticipate needs before they arise.
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