Admin Assistant Job Description 2021 Updates

– Admin Assistant Job Description –

This Admin Assistant or Administrative Assistant job description is created and updated to help you know the information required in the field. Go through them Carefully. Feel free to revise this job description to meet your specific job duties and job requirements.

Administrative assistants provide support to managers, other employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

These professionals may also be referred to as administrative coordinators or administrative specialists.

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What does an Administrative Assistant do?

Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems.

The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

If you also have previous experience as a Secretary or Executive Administrative Assistant and familiarity within our industry, we’d like to meet you.

Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Administrative Assistant Job Description

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.

Supports managers and employees through a variety of tasks related to organization and communication.

Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field’s concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Typically reports to a manager or head of a unit/department.

Administrative Assistant Responsibilities

A well-crafted resume skills section, highlighting your relevant skills for administrative assistant jobs, will help your resume beat the applicant tracking system (ATS), which is the first step to getting your application noticed.

1. Answer and direct phone calls
2. Organize and schedule appointments and meetings
3. Maintain contact lists
4. Produce and distribute correspondence memos, letters, faxes, and forms
5. Assist in the preparation of regularly scheduled reports
6. Develop and maintain a filing system
7. Order office supplies
8. Book travel arrangements
9. Submit and reconcile expense reports
10. Provide general support to visitors
11. Provide information by answering questions and requests
12. Take dictation
13. Research and creates presentations
14. Generate reports
15. Handle multiple projects
16. Prepare and monitor invoices
17. Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
18. Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
19. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
20. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
21. Contribute to team effort by accomplishing related results as needed
22. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
23. Organize travel arrangements for senior managers
24. Write letters and emails on behalf of other office staff
25. Book conference calls, rooms, taxis, couriers, hotels, etc.  
26. Cover the reception desk when required
27. Maintain computer and manual filing systems
28. Handle sensitive information in a confidential manner
29. Take accurate minutes of meetings
30. Coordinate office procedures
31. Reply to email, telephone, or face to face inquiries
32. Develop and update administrative systems to make them more efficient
33. Resolve administrative problems
34. Receive, sort, and distribute the mail
35. Answer telephone calls and pass them on
36. Manage staff appointments
37. Oversee and supervise the work of junior staff
38. Maintain up-to-date employee holiday records
39. Coordinate repairs to office equipment
40. Greet and assist visitors to the office
41. Photocopy and print out documents on behalf of other colleagues
42. Provide polite and professional communication
43. Implement clerical duties and administrative processes
44. Conduct data entry
45. Confirm restaurant reservations for senior staff

Use the administrative assistant top skills and proficiencies below to help you effectively write your resume.

Administrative Assistant Education Requirements

1. Associate’s Degree in a related field.
2. Prior administrative experience.
3. Excellent computer skills, especially typing.
4. Attention to detail.
5. Multilingual may be preferred or required.
6. Desire to be proactive and create a positive experience for others.
7. Ability to work with basic computer applications (e.g. Word, Excel, PowerPoint etc.).
8. High school diploma or West African School Certificate (WAEC) or National Examination Council Certificates (NECO)
9. Possession of B.Sc, HND, NCE, OND concerning the applied position from a recognized institution.
10. Any added certificate either postgraduate or professional certification will be of advantage.
11. Previous work experience as a canvasser.
12. NYSC Discharge/Exemption Certificate.

Administrative Assistant Skills & Proficiencies

1. Reporting Skills
2. Administrative Writing Skills
3. Proficiency in Microsoft Office
4. Analysis
5. Professionalism
6. Problem Solving
7. Supply Management
8. Inventory Control
9. Verbal Communication
10. Office Administration Procedures
11. Typing
12. Attention to Detail
13. Accuracy
14. Multitask
15. Telephone Skills
16. Teamwork
17. Discretion and Judgment
18. Patience
19. Resourcefulness
20. Anticipates Needs
21. Emotional Intelligence
22. Flexibility
23. Editing and Proofreading
24. Microsoft Office Skills
25. Typing Skills

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Administrative Assistant FAQ

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