Main Responsibilities and Required Skills for Administrative Assistant
An Administrative Assistant is a professional responsible for providing administrative support to individuals, teams, or departments within an organization. They typically perform a variety of tasks such as answering phones, scheduling meetings, sending mail, and doing research. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for administrative assistants.
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Main Responsibilities of Administrative Assistant
The following list describes the typical responsibilities of an Administrative Assistant:
Address
Address employees administrative queries.
Analyse
Analyse and generate reports as needed.
Analyse reports and oversee payroll activities.
Answer
Answer all incoming calls and co-ordinate what call needs to go where.
Answer and distribute all incoming calls.
Answer calls and greet visitors.
Answer client questions via phone and email.
Answer correspondence in consultation with the Executive Director.
Answer electronic enquiries.
Answer multi-line phone system, schedule or re-schedule appointments.
Answer phone and transfer to appropriate staff.
Answer phones and direct to correct department / individual.
Answer phones (and right now they are not busy at all).
Answer sales phone extension and direct to appropriate person.
Answer telephone and screen calls as deemed appropriate and taking transcription.
Answer telephone calls, emails and greet visitors.
Answer telephone calls, greet visitors, and respond to inquiries.
Answer telephones and direct calls appropriately.
Arrange
Arrange and coordinate complicated domestic and international travel.
Assist
Assist and coordinates annual credentialing, on and off boarding of new medical staff.
Assist clients over the phone with orders, website or any other need or issue.
Assist in arranging internal governance meetings.
Assist in Contract development.
Assist in coordinating meetings and business functions.
Assist in developing solutions.
Assist in general online marketing functions.
Assist in organizing group information sessions.
Assist in preparing and generating required reports.
Assist in supporting activities / visiting for the executives.
Assist in the development of administrative or technical assistance policies and procedures.
Assist in the preparation and management of regularly scheduled reports.
Assist with conducting research, preparing reports and maintaining records.
Assist with course scheduling, student registration and room requests.
Assist with customer bonus orders.
Assist with database maintenance and generating reports.
Assist with day-to-day questions and issues with regard to pre-employment.
Assist with gathering and managing documents for new contracts and grants.
Assist with HR paperwork, system accesses, Express entries (payroll).
Assist with incoming calls and support receptionist.
Assist with managing time and attendance records.
Assist with onboarding of new employees and contractors.
Assist with special projects as assigned by supervisor.
Assist with the coordination of storage files and maintain the data list of files in storage.
Assist with tracking ticket counts and other box office duties as needed.
Attend
Attend management meetings as needed to record minutes and prepare reports as directed.
Book
Book travel and accommodations for team members.
Build
Build property marketing brochures and websites.
Calculate
Calculate and prepare cheques for payrolls and for utility, tax and other bills.
Carry
Carry out administrative activities of establishment.
Check
Check fax machine and distribute faxes to appropriate persons.
Check show announcements, pre-sales and on-sales for accuracy.
Close
Close department cases and maintain paperwork / documentation.
Collect
Collect, review and track specified site regulatory documents.
Collect sales taxes from customers and remit them to the government.
Communicate with
Communicate with both internal and external clients as directed.
Communicate with senior managers and line management to gather / convey relevant information.
Compile
Compile buyer / listing packets.
Complete
Complete address correction.
Complete a variety of clerical functions (e.g. filing, scanning, photocopying).
Complete new-hire on boarding to ensure timely and accurate processing.
Complete special projects as assigned.
Complete special projects when assigned.
Complete time entries and billings.
Compose
Compose and send out weekly communications to building staff.
Conduct
Conduct new hire orientations.
Conduct themselves with integrity and is engaged in their work.
Coordinate
Coordinate activities with other departments, the public and outside agencies.
Coordinate all arrangements for seminars, workshops, and meetings.
Coordinate and maintain office schedules.
Coordinate catering needs for meetings and events.
Coordinate company events such as staff appreciation lunches, and holiday parties.
Coordinate delivery of client packages.
Coordinate dynamic travel arrangements, expense reports and routine and non-routine correspondence.
Coordinate events and larger meetings.
Coordinate executive's itinerary and travel arrangements.
Coordinate food and beverage requests for executives, their group, meetings and / or events.
Coordinate logistics for veterans staying in Emergency Housing.
Coordinate meetings (breakfast meetings, conferences with internal and external stakeholders).
Coordinate production & distribution of reports, proposals, and other materials.
Coordinate resources and communication of employee events.
Coordinate the management of the office at the corporate level.
Coordinate the submission of group timesheets, if applicable to group that individual supports.
Coordinate the training of any employee who will perform technical medical tasks.
Coordinate travel and administer activities.
Coordinate travel arrangements and maintain expenses for East Senior Leaders.
Count
Count, track and support Change Your World activities.
Create
Create and assist with repair quotations.
Create and maintains internal and external contact lists and DLs.
Create and modify documents using Microsoft Office.
Create and modify SharePoint Sites.
Create and proofread materials, reports and letters.
Create and update records ensuring accuracy and validity of the information.
Create labels for shipments.
Create, maintains, and enters information into databases.
Create, manage and maintain procedures, templates and presentation materials.
Create presentations for various clients.
Create proper documentation when appropriate and manage event folders according to Theater policy.
Create purchase orders and process vendor invoices.
Create reports, take minutes, perform other organizational tasks.
Develop
Develop and implements an organized and efficient process for document filing.
Develop and maintain office procedures.
Distribute
Distribute Incoming Mail experience.
Distribute mail and send outgoing mail.
Distribute agendas and information materials.
Distribute departmental mail, including mail outs, postal meter, and internal departmental mail.
Document
Document, workbook, forms completion.
Draft
Draft and and update reports.
Draft limited correspondence to clients.
Draft or revise relevant policy and procedures with guidance from Advocacy Manager.
Drive
Drive, energy, and adaptability.
Ensure
Ensure a safe working environment for staff and students.
Ensure common areas and office supplies are kept tidy and well-stocked.
Ensure common areas are immaculate at all times, including meeting rooms, kitchen and reception.
Ensure compliance to inbound quality inspection procedures.
Ensure consistent adherence to office administration policies and procedures.
Ensure document quality control in accordance with company procedures.
Ensure efficiency on all ends by linking performance, consistency, and workflow.
Ensure front reception area and waiting area are neat and organized.
Ensure proper reception coverage during events that staff attend or host.
Ensure the front office and lobby areas are clean and organized.
Enter
Enter accurately data and manage database.
Enter data accurately and on a timely basis.
Enter title information into applicable platform.
Establish
Establish a lasting impression of personal service and hospitality, well beyond the norm.
Establish and maintain office filing systems, files and records.
Establish and implement communication standards for the department.
Establish good working relationships with client areas.
Evaluate
Evaluate and recommend optimal shipping options and coordinate with vendors.
Execute
Execute price changes throughout our global sales network.
Follow
Follow up on return of signed invoices, and other documents.
Forward
Forward any consumer / regulatory complaints immediately to the Compliance Department for handling.
Gather
Gather, organize and enter data into legal software.
Greet
Greet and provide general support to visitors.
Handle
Handle incoming mail and distributing to proper department.
Handle requests for profiles.
Help
Help administer human resource functions and eventually become the go to person.
Help keep the clinic tidy (floors, dusting, etc.).
Help plan, set up, and execute, on average, 50 programs a month.
Help shape the future of healthcare in a meaningful career with a balanced life.
Help to ensure office is kept clean and organized at all times.
Help write SOPs (Standard Operating Procedures).
Identify
Identify compliance issues regarding documents that require follow up or investigation.
Inspect
Inspect reports and sheets of data.
Interpret
Interpret complex laws, regulations, and policies.
Investigate
Investigate, evaluate and resolve problems within scope of position.
Issue
Issue completed documents to clients, contractors or others.
Issue donation receipts for monetary donors and in-kind contributions.
Keep
Keep abreast of internal administrative policies, practices and guidelines.
Keep track of the time sheets for workers and processes them.
Maintain
Maintain accuracy of church website with updates of church activities.
Maintain a filing system of confidential information.
Maintain a good flow of communication with all the auction departments.
Maintain and ensure tenant contacts are kept updated.
Maintain and organizes client database.
Maintain and replenishes the postage machine fund.
Maintain and update CEO schedule.
Maintain and updates Adjunct Directories.
Maintain complete client files and ensure documentation is in good order.
Maintain employee contact information and equipment lists, update frequently.
Maintain facility supply inventory, and order new supplies, as needed.
Maintain filing and record-keeping systems.
Maintain financial records and assists with the monthly budget reconciliation.
Maintain front desk area & boardrooms.
Maintain general e-mail account for the advocacy office.
Maintain intake paperwork for clients.
Maintain master contracts / records and archives relevant monthly correspondence.
Maintain office filing systems, and files all documents appropriately.
Maintain office supplies and materials.
Maintain records and account.
Maintain records on device inventory and provide reports to site as required.
Maintain scanning and indexing of documents.
Maintain students attendance and immunization records.
Maintain tenant information lists and other property relevant information.
Maintain the records filing system in accordance with company standards.
Maintain tracking and waitlist information for our TMS program.
Maintain, update and distribute monthly Census Log and Daily Census.
Manage
Manage and prioritize the Director's calendar and set up of meetings.
Manage documents from clients.
Manage enrollments and determine employee eligibility.
Manage executives' calendars, set up candidate interviews as well as other.
Manage invoice reconciliation as required.
Manage multiple deadlines and priorities.
Manage stock of office supplies and oversee ordering process for the office as needed.
Manage the annual renewals of professional memberships.
Manage the firm's administration & accounting.
Manage the joint team calendar, handle calls, and schedule meetings.
Manage travel arrangements and expense reports.
Manage workflow to ensure results are achieved and deadlines are met with speed and accuracy.
Monitor
Monitor and track unemployment claims.
Monitor the team's central inbox.
Operate
Operate with general instruction and some supervision.
Operate telephone system to relay incoming and interoffice calls.
Orchestrate
Orchestrate monthly Operations Review and other similar meetings.
Order
Order office supplies and assist in miscellaneous office activities.
Organize
Organize files, correspondence, records, and follow-up on pending matters.
Participate in
Participate in and maintain cleanliness.
Participate in special projects as needed.
Participate in special projects as required.
Perform
Perform administrative assistance for the Marketing and Communications Team.
Perform filing and record keeping.
Perform orientations and update records of new staff.
Perform other duties and responsibilities as required.
Perform receptionist duties when needed.
Perform release validation testing and beta support for projects.
Plan
Plan, organize and implement events, such as meetings, business luncheons, or client dinners.
Prepare
Prepare all relevant tenant letters and documentation for year-end tenant recoveries.
Prepare and enter expense reports for Facilities Management.
Prepare and format PPT presentation.
Prepare and key in correspondence and legal documents in relation to real estate transaction.
Prepare and maintain Association business files.
Prepare and make weekly deposits.
Prepare and review correspondences for content and grammar as needed.
Prepare and send outgoing faxes, mail, and courier parcels.
Prepare boardrooms for meeting and presentations.
Prepare expense accounts and claims for director's fees from Board and committee members.
Prepare marketing materials for the firm's various online platforms.
Prepare packages for seminars.
Prepare PO, RFQ, invoice, NDA, and agreements.
Prepare PowerPoint presentations related to Health and Safety and Business Development activities.
Prepare purchase orders, obtain approval and disseminate them.
Prepare reports on general HR activity.
Print orders, registers and invoices from the previous day.
Prioritize
Prioritize tasks while maintaining organization.
Process
Process all vendor payments including client interactions and statutory compliances.
Process and file tax returns and other documents.
Process billing following division finance department policies and procedures.
Process Board meeting agenda packets as requested.
Process bonds and review tender specifications.
Process casual and one-time payments and other payments for the Clinic.
Process completed applications and maintain files for each licensee.
Process invoices and generate seasonal or quarterly reconciliation reports.
Process invoices, internal expense forms and track payments.
Process monthly expense reports for manager level and up and telecom claims.
Process or scan daily administrative package for Corporate.
Process requests for purchase orders, check requests, and other purchases and payments.
Provide
Provide accurate information to customers and team members.
Provide administrative support by generating documents, presentations and spreadsheets as necessary.
Provide administrative support for the planning and execution of events and promotional activities.
Provide administrative support to ensure efficient operation of office and warehouse.
Provide and tracks accurate and complete documentation of daily communication in system.
Provide a positive presence and excellent support with communications, and meeting in person.
Provide customer service as required through various channels (in person, phone, mail, web, etc.).
Provide direct support to the Property Administrators during time off and holidays.
Provide exceptional customer service to all customers.
Provide exceptional, professional, pro-active administrative support.
Provide for care and maintenance of office equipment.
Provide general support for visitors.
Provide invoicing support and reconciliation.
Provide management with requested reports and documents.
Provide post-event support as needed.
Provide project administrative support to project team as required.
Provide prompt and accurate administrative support to Executive Team.
Provide prompt and accurate responses to inquires from customers.
Provide real-time scheduling support by booking appointments and preventing conflicts.
Provide receiving and shipping support for all sites.
Receive
Receive and address any incoming phone calls, visitor drop-ins.
Receive and distribute daily mail delivery.
Receive and screen calls from clients, staff and suppliers.
Receive and screen phone calls and redirect them when appropriate.
Reconcile
Reconcile invoices for courier charges.
Record
Record, submit and process expenses for team members.
Replenish
Replenish office supplies (e.g. paper for photocopiers, memo books, etc.).
Report
Report accidents or emergency situations immediately to the Regional Director.
Report results and suggested plans to key internal and external team members.
Request
Request additional information as needed from clients, patients, and insurance companies.
Request documentation from borrowers.
Request PO increases when necessary.
Research
Research and compile materials needed for important meetings, calls, and projects.
Research, prepare and edit reports and presentations.
Resolve
Resolve administrative problems.
Respond to
Respond promptly to customer inquiries and resolve customer issues.
Respond to email inquiries.
Return
Return to sales representative for correction as required.
Review
Review all slides and documentation to ensure information is accurate.
Review and complete credit applications for charge accounts.
Review expense budgets for other teams and report any discrepancies.
Review spending on monthly basis.
Route
Route incoming correspondence to appropriate staff, commissions or Moderator.
Route and maintain data, statistics and reports.
Run
Run errands as needed by management.
Scan
Scan and upload documents to a folder using Adobe.
Scan invoices to accounts payable.
Schedule
Schedule and coordinate meetings.
Schedule appointments with third parties companies.
Schedule, coordinate and organize meetings.
Schedule interviews for all internal and external candidates.
Schedule room reservations, room set-ups and ordering food as needed.
Send
Send reminders to service providers on billing for work done.
Set up
Set up meeting rooms and advise employees of guest arrival.
Set up meetings and appointments.
Share
Share point administrator for the area.
Sort
Sort and distribute incoming interoffice mail.
Source
Source venues for various team and corporate functions and assist with event planning.
Submit
Submit and reconcile expense reports for the MD team.
Submit payment for subcontractor invoices accurately and in a timely manner.
Support
Support and assist in the use of Team Sites.
Support and improve software solutions within the Agile methodology in a team-focused environment.
Support frontline staff in delivery of products and services to members.
Support in the development and execution of our company communications plan.
Support Receptionist with phone calls and visitors.
Support SharePoint system maintenance and design.
Support the office with ad hoc tasks.
Support various departments to optimize workflow, performance, and organizational effectiveness.
Support with setting up new employees and contractors into payroll system.
Support with the use of administrative tools & other general tools.
Take
Take and distribute meeting notes for the team.
Take dictation and minutes of meeting.
Take meeting minutes for weekly conference calls and manage distribution of notes.
Track
Track projects and produce monthly progress reports.
Travel
Travel required for community activity as needed.
Understand
Understand and describe venue layouts and seating locations.
Undertake
Undertake other administrative tasks as per request from management.
Update
Update and maintain office procedures and policies.
Update and maintain the company's documentation and databases.
Update contact information in our tenant management portal, Argus.
Update customer and supplier information as required.
Update item master at the output of Document Change Orders (DCO).
Update status and tracking reports.
Utilize
Utilize proprietary software to process awards & decorations.
Verify
Verify and validate the accuracy of all inbound ocean freight reports and metrics.
Verify coverage and eligibility, and complete appropriate paperwork.
Verify insurance coverage on recovered vehicles.
Verify patient has all instructions and required information post-clinic visit.
Welcome
Welcome and orient new residents, family members and other visitors.
Work with
Work closely with the department Executive Administrative Assistant.
Work closely with the Manager, National Business Resources.
Work directed by management.
Work with HR to set up credentials.
Work with legal and regulatory to track and manage documents and changes to contracts.
Work with medical and non-medical employees.
Work with several Agents and provides administrative support to them and their clients.
Write
Write meeting notes and provides meeting minutes for Support Services department meetings, monthly.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Assistant:
MS Outlook
Microsoft Office
Data Entry
Administrative Support
Computer Applications
Office Administration
Business Equipment
Administration
Client Focus
Accounting
Scheduling Appointments
Stocking Supplies
Office Equipment
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Assistant:
Written and oral communication skills
Organizational capacity
Attention to detail
Interpersonal skills
Multi-task
Problem-solving attitude
Time-management
Work independently with little direction
Team player
Organized
Detail-oriented
Priority management
Bilingualism
Flexible
Personal suitability
Analytical ability
Self-starter
Accurate
Discretion
Self-motivated
