In any organisation, one of the employees with the biggest variety of responsibilities is the Administrative Assistant. A good Administrative Assistant is constantly flexible, and doesn’t limit his or her responsibilities to typing or filing or answering phones. As an Administrative Assistant prime responsibility is the running of the office, the work of an Admin changes from day to day.
Though the clerical and office skills of many Admins are often overlooked, the best Admin Assistants can make themselves stand out by completing office tasks with the utmost efficiency. Though it’s difficult to list the specific responsibilities of an Administrative Assistant, some of the most common tasks an Admin must undertake in the running of the office are:
Answering Phones and Scheduling Appointments
Though many larger organisations have Receptionists, the job of answering the phones in smaller organisations often falls to the Administrative Assistant. This is often one of the more difficult responsibilities an Admin has, as phone calls range from client questions, to information from corporate, to an irate customers. Many Admin Assistants also schedule meetings, both internally and with external clients and support. This requires sharp organizational skills, as mixing up free times and dates for busy co-workers can lead to disaster.
Preparing and Sending Correspondence
Whether it be writing the end-of-year newsletter or an informational letter to clients, many Admin Assistants are given the job of organizing, writing, and sending correspondence. This requires good communications abilities, as well as an in-depth knowledge of grammar and spelling. The sending of correspondence, especially in large volume, often requires expertise with Microsoft Words Mail Merge feature, as well as experience Excel spreadsheets.
Writing and Preparing Reports, Documents, and Spreadsheets
Preparing reports and documents is usually one of the most important tasks of an administrative assistant. Whether creating a simple spreadsheet to track employee attendance, or using information from corporate to create an in-depth report on the organisation’s results, most Administrative Assistants need a very high level of Microsoft Excel knowledge.
Organizing and Running the Office
Having great organizational skills is the number one requirement for a good Administrative Assistant. This is because the running and organization of the office is generally an Admins main responsibility. Without a well-organized Admin Assistant, it’s easy for an office to fall into chaos. From organizing your computer desktop, to arranging the office, to ordering the correct office supplies, to managing customers, an Administrative Assistant must be organized at all times. This is especially true when running an office. Even in the largest organisation, the smooth running of an office depends on the organization of a good Administrative Assistant.
Though it’s not a glamorous or glorified career, working as an Administrative Assistant entails a great amount of responsibility. The more difficult and complicated the office or the task, the more rewarding it can be for the one who can tame or organize it. Though, unfortunately, Admin Assistants tend to be overlooked, getting your foot in the door of an organisation in an Admin capacity can give you the experience you need to create the career you want.
Help Celebrate Administrative Professionals Week
Those dedicated individuals deserve to be celebrated for the support they offer organisations all across the world. Administrative Professional Week is celebrated the last week of April, with the day being observed on the Wednesday of the given week. The recognition of these behind the seen workers grows every year. They are one of the many unsung heroes. Let’s show them our appreciation and make this year’s Administrative Professional Week and Day special for all the Administrative Assistants and Secretaries. Here are a few ways how.
Send flowers to them at the office. They can enjoy the scent and beauty for days reminding them of the recognition they have received for all their hard work.
Fee reimbursement for anyone who is furthering their education for their present career is a generous and appreciative gift.
Free Lunch or Dinner is always appreciated. Free lunches and dinner could include a group outing, an office party in the office cafeteria/lunch room or a gift certificate to a favorite restaurant.
Box of Chocolates Need I say more? Who couldn’t resist a box of chocolate gourmet truffles? This is a good gift suggestion for those with many assistants and on a budget. You can inexpensive boxed chocolates in local grocery stores to gift basket websites.
Gift Baskets are among one the more popular gift choices and for good reasons. Gift baskets can be customized to fit an individual’s taste or can be given to a large group to share. Either way, gift baskets always make great gifts. For group baskets, try snack gift baskets, fruit baskets, cookie bouquets or candy bouquets. They look great and come with variety so that everyone is satisfied. Individual gift baskets can range from bath and body gifts, wine baskets, Thank You themed baskets or gourmet gift baskets.
Another stand out appreciation gift would be a plaque. A plaque is a nice personalized gift that is sure to make any assistant feel special and appreciated. This is also a gift that can be hung in the office and admired all year round.
Whether you choose any of these gift ideas or not, please remember to celebrate Administrative Professionals Week. The work force wouldn’t be the same without them. Your organisation, office, job wouldn’t be the same without them.