How to Be An Administrative Assistant

Does working in an office appeal to you? Do you like interacting with others? Are you wanting a career that has stability as well as growth potential? If you answered yes, then becoming an Administrative Assistant may be the right career path for you.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Intermediate to Advanced Software Skills
• A basic knowledge of how businesses operate
• Excellent communication skills
• An education that includes business administration, basic accounting, and general office skills
• The willingness to go "above and beyond"

1. 
    
   Admin. Assts. often wear a variety of hats!

   EDUCATION:
   While a college degree is not generally required to become an Administrative Assistant (AA), having at least an Associate's Degree in Business Administration, or completing an Administrative Professional Certificate Program is a good idea. Many of these types of programs can be found at your local community college, and if you are currently working in a medium-to-large size company as a clerk, receptionist, or other entry-level position, your company may even help foot the bill through a tuition reimbursement benefit. Check with your HR representative to see if this is an option for you.
   
   At the very least, your education needs to include high school level classes passed with a grade of "A" or "B" in: English, Consumer Math, Accounting I, MS Office, Advanced Typing, Business Principals, or similar courses.

2. COMMUNICATION SKILLS:
   An AA is often the key person for inter-office communications as well as client communications. You need to have EXCELLENT written and verbal skills! This includes being able to:
   have a professional phone demeanor;
   effectively pass on information to bosses and co-workers;
   compose and/or edit a variety of business letters and e-mails;
   effectively handle vendors, etc.

3. COMPUTER/SOFTWARE SKILLS:
   You need to be a proficient typist (65 wpm or better) and tech savvy. The current standard office suite for software is MS Office, and you will need to be proficient in MS Word, Excel, and Outlook. You need to have a basic understanding of networks, PCs, printers, and scanners for most offices.
   
   Note: You may come across a company that is using MACs instead of PCs, or may have their own proprietary software, but in my opinion, if you master the industry standard, you will have very little problems transitioning to other software applications.

4. ORGANIZATIONAL & TIME MANAGEMENT SKILLS:
   Administrative assistants are notoriously called upon to do a variety of seemingly unrelated tasks, at the drop of a hat. That's the norm... To keep your sanity, and the sanity of your bosses, you need to be an expert when it comes to time management and office organization skills.
   
   An AA can be responsible for daily management of calendars and scheduling, conference room scheduling, travel arrangements and agendas, mail distribution, project or general filing, and more. A well-organized AA that consistently meets or beats deadlines is an invaluable company resource!

5. OFFICE MACHINES & SUPPLIES:
   
   "The copier is out of paper."
   "The network printer is printing."
   "The fax machine is broken."
   "The lights out in the conference room"
   "Do we have any #2 lead for my pencil?"
   "I can't find my other sock..."
   Ok, maybe the last one is a stretch, but as an AA with twenty years of experience, I can guarantee I've heard all the rest (and more) even before I had my first cup of coffee or put my purse away!
   
   You ARE the "go to" person, so master troubleshooting the copier and fax machine, know how to change a printer cartridge or remove a paper jam, know the status of your most used office supplies and keep the stock levels up, know the phone numbers for building maintenance (or know how to change a light bulb).
   
   Do it all with a smile and a "no problem" attitude, and you will be on a career path that can grow as you do!

Tips & Warnings

• Join a Professional Association as you become more experienced, like the Association of Executive and Administrative Professionals (www.theaeap.com)
• Stay up-to-date on software tips & tricks by signing up for newsletters online -- there are a variety of them available.

Resources

• Virtual AA Job Coaching
• DeskDemon.com - Resources for Admins
• AA Books at AMAZON

[bishoplamont]

on 9/8/2009 Thanks for the great tips! Because of the fact that I recently took some administrative assistant courses (http://www.scitexas.com/administrative-assistant-courses.asp) in Austin, Texas, your tips will be helpful as I embark on my new career.

[redwingsgirl]

on 2/22/2009 Great ideas. Number five is my favorite.

[Kallicat]

on 2/21/2009 Spot on from another AA. I enjoy my job as it is always a challenge and never the same day twice. I hope to get to go back to it but am lining up other options in case I can't. Thanks for a great article.

[smartmoneygrrrl]

on 2/20/2009 These are great tips. I know a few people who have made this a rewarding career, and they make decent money as well!

[Gardengates]

on 2/20/2009 Good tips for becoming an Administrative Assistant. Hopefully it will help more people study and get work in this economy! Thanks for the info!