Administrative assistants are the key to effective administration. You must be organized, detail oriented and a problem solver in order to take on the duties of administrative assistant. You need to be able to be the gatekeeper when it comes to allowing access to your upper-level management boss. It is important that you keep the administration on task. There are going to be people who constantly need things from you and your boss and you must keep track of all the requests and prioritize responses.
This is the job description for administrative assistant:
Phone Calls
Administrative assistants must keep track of all the phone calls that come in and go out of the office. This is not only important to keep track of the content, but also to formulate a tracking system that allows you to look back and see when things were accomplished. You must make sure your boss knows when to call back and what all calls are regarding. You keep up with the communications book as well as the contact list. In the modern world, this also means following up on email as well and making sure people get the answers they need.
Calendars
As the administrative assistant you will be responsible for keeping your boss’s calendar. This means scheduling meetings and might require taking the minutes of meetings so your boss can look back over everything that was discussed. Coming up with an action list for the day can also keep help your boss on track. The more organized you are the more effective you will be as an administrative system.
Filing and Copying
Administrative assistants must keep up with all filing and correspondence. This is not only important for the tracking of information but also for the potential legal ramifications. You need to make sure you file copies of all contracts and any important paperwork. You need to have a simple system to be able to track any paperwork upon request.
Expense Reports
In some offices the administrative assistant must keep track of the executive expense reports. You will need to keep track of all your boss’s expenditures and turn the logs into the accounting department so the executive can be reimbursed for appropriate expenditures. This might require logging the information about lunches or expenditures that are accounted for on the company credit card. Other times it means turning the receipts in for reimbursement due to being put on personal cards or paid for out of personal cash.
Internal Morale
You are the eyes and ears of your boss as the administrative assistant. You should know what the party line is in the office. If people have complaints or problems with one another, you should be able to measure the importance of such issues. If things begin to blow out of control or seem to be a cause for concern, you need to let your boss know so he or she can deal with the issue. You might be required to help come up with new office policies to deal with issues as they arise.
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