The functions of an administrative assistant they are tasks of assistance and accompaniment to the normal activities carried out by a company. Therefore, they are essential for an efficient operation of the same.
These activities are usually variable according to the business area of the company in which they work. For example, in specialized offices such as law firms, assistants usually have specific training to carry out certain activities.
However, there are functions common to all areas that usually revolve around the distribution and management of information within the office. This includes the management of documents, archives and the organization of events..
But these activities can become much more extensive. On some occasions, administrative assistants must also take care of processing accounting information and even guaranteeing the operation of the company's technological resources..
One of the main functions of an administrative assistant is to help office members with document and file management.
Usually this task is related to the storage, organization and management of files. However, on certain occasions it may also be necessary for them to write, edit and review documents.
In some companies they are even asked to take dictation of letters or notes and record the minutes of the meetings that take place.
In some cases, for example when it comes to a law firm, specialized training is required to be able to fulfill these functions: the administrative assistant will need to understand the terminology and legal procedures.
On the other hand, administrative assistants working within the medical field need different skills. They must have the necessary training in dealing with patients and reading medical reports.
Office event planning is also often the responsibility of administrative assistants. The size of this responsibility can be variable according to the size of the company.
An event can simply be a business meeting or lunch, but it can also be a larger conference or corporate party. In either case, the attendee must manage all the criteria related to the event.
This includes contacting vendors, making reservations, choosing menus and décor. But it also includes contacting, inviting and confirming attendees, speakers and lecturers in case this is necessary..
Customer service is usually one of the most common tasks for administrative assistants. The target audience always depends on the size of the company and its business orientation..
For small businesses that serve the public directly, the administrative assistant may be required to greet customers. When this happens, their work is aimed at guiding and assisting them during their passage through the company's facilities..
In larger companies, the administrative assistant will have to attend visitors of another nature such as partners or large suppliers.
In this case, their mission will be to guide them in the fulfillment of their agenda and meetings with the management or other areas of the company..
The category of customer service includes telephone and virtual service. In the case of telephone assistance, the orientation of clients and partners is included, as well as the organization and administration of agendas..
When it comes to virtual service, the tasks will depend on the channels provided by the company for customer service or information management..
In some cases it involves managing email, replying to, forwarding or archiving messages as needed.
In other cases, when the virtual communication channels are more diverse, other tasks may be included, such as attending to the public through chat systems or even answering questions through the company's social networks..
In large companies it is usual for there to be personnel specifically focused on attending to these communication channels. When companies are small, this task is usually in the hands of administrative assistants.
Managing agendas is often one of the most important tasks of administrative assistants. This responsibility includes receiving requests for appointments and meetings by phone, in person or online, and organizing them in the agenda according to the defined criteria..
It also includes the scheduling of meetings inside and outside the company, work lunches and business trips..
In the latter cases, it is also the responsibility of the assistant to reserve flights, hotels, restaurants or meeting rooms as necessary..
Administrative assistants are sometimes responsible for monitoring and recording expenses that occur within the company. These duties can be simple, like recording certain expenses on a spreadsheet..
In some cases, the assistant is required to have training for the development of more complex tasks. For example, your responsibilities may include reporting accounting to management..
Usually this depends on the size of the company. A large company tends to have more specialized roles; in these the accounting information is managed by a person hired for that purpose.
However, one of the fundamental skills for any administrative assistant is mastery of office accounting software, such as Microsoft Excel..
The management of technological resources is also part of the functions of administrative assistants. In this sense, your responsibility is to ensure that all the tools necessary for the operation of the company operate well..
This includes making backup copies of the information contained in computer equipment and updating antivirus, among other tasks..
On the other hand, it includes the management of equipment such as projectors and laptops. It also implies the revision and maintenance of the necessary equipment for the normal development of the activities that are under its responsibility..
This is not to say that the administrative assistant must have technical knowledge. Its work consists specifically in hiring technical personnel to carry out the maintenance of the equipment periodically to avoid setbacks..
The reception and delivery of correspondence and parcels will be the function of the administrative assistant. This will be aware of the tracking of shipping and making payments if necessary. In turn, you must manage the correspondence and deliver it to the corresponding departments.
The administrative assistant must have controlled the personal data of the employees of the company or institution. This will serve so that, if necessary, the assistant can provide the information quickly. For this, he will be in charge of obtaining the identification or interest data of each employee.
In meetings, the presence of the administrative assistant may be required to take note of the above and then transcribe it into written format. The same will happen if some conversations are taken by audio and require to be transcribed..
Among the skills and abilities of an administrative assistant we could mention:
- Knowledge of office automation (databases, spreadsheets, word processors, desktop publishing programs ...).
- Communication skills.
- To be organized.
- Ability to manage time and resources.
- Good memory.
- Skill with computer programs.
- Typing skills.
- Synthesis capacity.
- Capacity for teamwork.
- Good level of writing, spelling and reading comprehension.
- Efficiency and productivity.
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