Duties of an Administrative Assistant

The role of the administrative assistant has evolved from simply answering phones, filing papers and scheduling travel to include more complex responsibilities such as creating client presentations and financial analysis. Success depends largely on the ability to be well organized, pay attention to detail, multitask and communicate effectively.

Event Planning

Administrative assistants manage daily schedules, usually for multiple people within their organization. Tasks involved with coordinating company meetings include scheduling and setting up conference rooms, securing proper equipment, arranging for video conferencing, sending reminders and arranging catering.

Proposals and Other Communication Materials

Administrative assistants have many daily tasks.

Administrative assistants prepare a variety of documents including client proposals, letters and emails in draft and final form utilizing software programs such as Microsoft PowerPoint, Visio, Word and Excel. Additionally, administrative assistants are expected to proofread and edit marketing and other documents prior to distribution.

Financial Reporting

Many administrative assistants prepare financial reports as needed. They track and submit time and expense reports and perform project-oriented activities.

Internet Research

An administrative assistant often utilizes the Internet to gather information to make informed decisions, support initiatives and find solutions.

Data Management

Increasingly, administrative assistants are expected to set up new client, job and charge numbers, sometimes called WBS (work breakdown structure). They also often maintain and track client accounting and update client contact information through client relationship management software.

Resources

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