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Administrative assistant job description

Administrative assistant duties

They are numerous – he or she has to plan meetings and take detailed minutes, schedule appointments, answer and direct phone calls, order office supplies, maintain contact lists, write and distribute mails, update and maintain office policies, etc. This role also includes providing general support to visitors, assisting in preparation of regularly scheduled reports and booking travel arrangements. Employee on this position must perform administrative and office support activities as creating spreadsheets and presentations, receiving and directing visitors and word processing as well as basic bookkeeping. The one who wants to become administrative assistant shouldn’t forget about scheduling and assigning administrative projects, resolving administrative problems and implementing changes.

Administrative assistant skills

They are also numerous- this person has to have strong organizational, problem solving and multi-tasking skills, ability to prioritize work and knowledge of office equipment, management systems and procedures. This person must be flexible and communicative, also must have technical capacity, credibility and collaboration skills. There are some more characteristics that administrative assistant should have – computer skills, attention to detail, adaptability, teamwork, knowledge of clerical procedures, relevant software and practices of basic office management.

Administrative assistant jobs are to usually work at corporate settings, government agencies, schools, hospitals, medical offices, etc. Some training in computer and office skills could be provided by some temporary placed agencies.

What is legal administrative assistant job like?

There is diverse range of duties on a daily basis in a law firm. Legal administrative assistant should develop and monitor cases, provide administrative and secretarial support, keep clients informed of case progress, gathers case evidence and documentation, alert partner of issues, verify outstanding balance, prepare settlement documentation, etc. This role also includes maintaining law libraries, booking appointments, filling legal forms, organizing case files, reviewing legal publications, verifying citations, planning conferences and proofreading work output.
Legal administrative assistant should be familiar with legal processes and terms, have researching and analyzing skills, legal administration and administrative writing skills and flexibility in performing duties.

What about administrative assistant salary?

Median annual salary for this position in Canada is around 39 000$. Of course, this number greatly varies, depending on province, city and company. Legal administrative assistants often work in law offices, international embassies, research institutes and government establishments or as officers at the court.
High school diploma is a minimum of education for entry-level legal administrative assistants. If you think that you don’t have enough skills and education for this job, you can always get some free online administrative assistant courses or gain knowledge with specific university program. Courses in keyboarding, word processing and information management will be helpful for this position. These might increase your chances to be chosen for particular position. Training for legal administrative assistants could last several months. With additional training, some legal administrative assistants can become paralegals or legal assistants.

Executive administrative assistant job is similar to administrative assistant, but executive administrative assistant usually take more high-level duties. This position should be the point of contact between the executives and internal/external clients. He or she must handle requests and queries properly, take messages, dictation and minutes, produce reports and presentations, arrange meetings and provide reminders. This role also includes making travel arrangements, designing and maintaining databases, monitoring office supplies just as developing and carrying out an efficient documentation and filling system. Executive administrative assistant is expected to liaise with internals staff at all levels, interact with external clients and incoming visitors, coach lower level staff, oversee office projects and coordinate events. Of course, there is transcribing, formatting, editing and copying data, representing executive, drafting letter, completing data base backups and ensuring operation of equipment.

Executive administrative assistant must have attention to detail and full comprehension of office management systems and procedures, time management and presentation skills, adaptability and ability to multitask. He or she has to be initiative, communicative and up-to-date with advancement in office gadgets and applications.
Median annual salary for executive administrative assistant for 2016 year in Canada is around 52 000$. This number is not the same everywhere, so be careful when negotiating for salary. Executive administrative assistant position range from some completed coursework to bachelor’s degree, but it usually requires post-secondary education. Bachelor’s or associate’s degree in business, office management or related area would be a plus. Education is needed even more because of working close with high-level executives.

If you want to succeed, your administrative assistant resume must be perfect. Try to add right amount of desired skills (as time management, confidentiality, ability to use office equipment) – employer will ask for people who won’t need much training. Make a compact argument why would you be excellent choice in short amount of space. Show how you can save company’s money and present a mental picture of how much work you can handle.


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