What are the duties of an administration assistant?

Written by cicely a. richard
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The duties of an administrative assistant include general clerical tasks, such as typing, filing and answering phones, and they must also be able to fulfil specific duties required for various types of offices. Administrative assistants must be able to accomplish numerous tasks to help their employers fulfil obligations to personnel and clients, and they must be proficient in various computer programs. The educational requirements vary for administrative assistants from high school diplomas for entry-level administrative assistants to bachelor's or master's degrees for executive-level administrative assistants.

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Clerical Duties

The primary duties of administrative assistants at all educational levels include various clerical duties. Administrative assistants type various correspondences on word processing programs, fax documents to other businesses and clients, create spreadsheets and databases, enter data, file documents, answer phones and take messages. If they work for a small business, administrative assistants report to their employers. In larger companies, they usually answer to an executive assistant or manager. General duties may also include tracking inventory and purchasing office materials.

Set Appointments and Organize Meetings

Many administrative assistants are responsible for scheduling meetings and other events for their supervisors. Administrative assistants keep detailed accounts of supervisors' agendas, which includes scheduling appointments and meetings that take place at the facility or those that take place at other locations. If supervisors have meetings with people who have to fly in from other locations, administrative assistants often make arrangements with guests. Administrative assistants also schedule business trips for their supervisors and may even accompany supervisors on these trips to perform clerical duties.

Taking Notes at Meetings

Administrative assistants also perform secretarial duties for business meetings. They create agendas for meetings and any handouts or PowerPoint presentations needed for meetings. Administrative assistants make notes of information discussed at meetings and document important information that will be discussed at upcoming meetings. After meetings end, they type this information and file documentation.

Project Management

Project management duties of an administrative assistant include planning projects, executing these projects and making sure projects are completed on time. Companies that typically use projects managers include construction and architecture, software development and computer networking and service industries.

Legal Secretaries

Administrative assistants who work as legal secretaries prepare legal documents, like subpoenas, complaints, motions and commons. Depending on the size of the law office, administrative assistants work for an attorney or under the supervision of a paralegal. Research duties of an administrative assistant at law offices include studying legal journals and verifying information in legal briefs. When new attorneys start working at law firms, administrative assistants help them prepare court documents.

School Administrative Assistants

Administrative assistant duties at primary and secondary schools include communicating with parents, teachers, the school district and the community. Administrative assistants create and administer bus and class schedules and document student information, including immunisation, grades and transfer records. Often, they serve as liaisons between parents and teachers when student concerns arise. At small schools, they assign older students to new students to help them become familiar with the layout of the campus. Administrative assistants set the principle's and school's calendar of events.

Medical Administrative Assistants

Medical administrative assistant duties include general office work in addition to transcribing physician notes and helping physicians and medical researchers edit reports, articles and speeches. Administrative assistants who work in doctors' offices record patient medical histories, inform local hospitals of admissions, give patients necessary paperwork and order office and medical supplies. Many medical administrative assistants are familiar with insurance policies and practices, medical procedures and billing.

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