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Duties of an Administrative Assistant

Duties of an Administrative Assistant: Read the duties of an administrative assistant in this article. This article will discuss the duties and obligations of an administrative assistant and explain who an administrative assistant is.InformationGuideNigeria

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Who is an Administrative Assistant?

The Administrative Assistant gives help to another individual or group of individuals by taking care of letters, maintaining calendars and appointments, arranging conferences and conference calls, making travel arrangements, and performing other administrative chores as needed.

Duties of an Administrative Assistant

An administrative assistant (AA) is a person who works within an organization to offer general office support for people and/or teams. However, not all jobs are the same, despite the fact that many of the contemporary administrative assistant job descriptions that can be found on the internet look very similar to one another. The phrase “general office support” can have a number of different connotations depending on the company. The degree to which an employee gels with the team that they are responsible for supporting, the culture of the business, and the general atmosphere at work are all factors that contribute to the singularity of each position.Npower Recruitment

As a result, ensuring that your administrative job description is accurate is of the utmost significance. By doing so, you may speed up the process of finding and hiring the proper individual for the job, hence reducing the amount of time and money required to do so. Additionally, you will be able to give your staff the assistance they require in order to be productive.

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Administrative assistants perform general clerical tasks, generally on behalf of a leader in the organization. If you are highly motivated and organized then this might just be the job for you. Day-to-day life as an administrative assistant includes coordinating various calendars, taking phone calls and messages, sending emails, prepping for large meetings and presentations, capturing notes in meetings, and many other related tasks.

Administrative assistants are typically outgoing and friendly people who work well with many leadership personality types. Strong administrative assistants excel at organization, management of multiple peoples’ time and expectations, and have a self-starter attitude, getting things done before others recognize the need. People that are successful in this role will usually progress into assisting higher level leaders (sometimes becoming an Executive Assistant), managing other administrative assistants, or working as an office manager.

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Duties of an administrative assistant

The job duties section should include a comprehensive list of jobs that candidates are expected to perform. The phrase “provides administrative help” can be interpreted in numerous ways. However, “provides administrative support, such as entering data into the CRM, duplicating contracts, and keeping meeting notes,” leaves little space for creativity. Candidates should not ponder if they are qualified for this position.Duties of an Administrative Assistant

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Here are examples of typical administrative assistant duties:

  • Maintain, arrange, and order general office supplies, such as paper, pens, and ink/toner, to ensure that teams have all they need to succeed.
  • Greet and register guests, direct them to the correct venue, and make them feel at home.
  • Google Calendar is utilized for team schedule management and organization
  • Make travel plans for executive personnel
  • Keep comprehensive meeting notes
  • Receive and direct telephone calls11 Best Lawn Mowers in Nigeria and Price
  • Make suggestions based on what the customer wants or needs.
  • Give important information to potential clients, like how much a class or membership costs.
  • Maintain the front desk and make sure orders are placed as needed to make sure there are always enough supplies.
  • Clients needing classes, therapy, or one-on-one training should be sent to the right departments.
  • Make sure your client files are up to date.
  • Tell the management about any possible security problems
  • Helps with office work to make sure everything runs smoothly.
  • Answers the phone, sets up meetings, and helps people who stop by.
  • Administrative tasks like filing, typing, copying, binding, scanning, and so on are done.
  • Greet clients in person and over the phone and put them at ease.
  • Set up times for fitness classes and therapy.
  • Meets operational needs by setting up and assigning administrative projects and getting work done as quickly as possible.
  • Sets up travel plans for top employees, like scheduling flights, cars, and hotel or restaurant reservations.
  • Shows that they can talk on the phone, through email, and in the mail in a polite and professional way.
  • Helps the team by taking care of organizational and communication tasks.
  • Gives administrative staff information, chances to learn, and chances to gain more experience.
  • Maintains the operation of equipment by doing preventive maintenance, ordering repairs, managing equipment inventories, and evaluating new equipment and techniques.
  • Answers questions and information requests.
  • Maintains the stock of supplies by checking the stock to see how much is there, making predictions about what supplies will be needed, and placing and speeding up supply orders.
  • Helps the team by getting the results that are needed.
  • Management of administrative requests and questions from superiors
  • Managing and setting up appointments with administrative software
  • Setting up meetings and taking detailed notes
  • Answer and route phone calls
  • Set up meetings and appointments
  • Plan meetings and write down all the details
  • Write emails, memos, letters, faxes, and forms and send them out.
  • Help make the reports that are supposed to be made
  • Set up and take care of a file system
    Keep office procedures and policies up-to-date.
  • Order office supplies and look into new deals and companies
  • Maintain contact lists
  • Book travel arrangements
  • Submit and reconcile expenditure reports
    Provide general support to guests
  • Serve as the link between clients inside and outside the company.
  • Coordinate with executive and senior administrative assistants to handle requests from senior managers.
  • Taking care of office tasks, such as filing, making reports and presentations, getting ready for meetings, and reordering supplies.
  • Help with scheduling in real time, such as setting up appointments and fixing problems with the schedule.20 Best Android Tablets and their Prices in Nigeria
  • Getting ready for a trip means doing things like booking flights, renting cars, and reserving rooms at hotels and restaurants, among other things.
  • Calls are checked to see if they qualify, and those who do are sent to the right department.
  • An important skill is knowing how to use a computer to write reports, type up meeting minutes, make presentations, and do research.
  • When guests arrive, meet them and help them.
  • Use the phone, email, and snail mail to talk to people in a friendly and professional way.
  • Try to guess what other people want to make sure they have a good time and don’t run into any problems.
  • Answer calls and say hello to people who come in.
  • Make plans and appointments, and use your calendars to keep track of them.
  • Plan and organize different events, such as staff meetings.
  • Set up and pass out the mail.
  • Write memos, emails, bills, reports, and other letters.
  • Do things like writing and editing on different kinds of papers, like letters, reports, and instructions.JAMB Form
  • Set up and keep up with filing systems, both physically and electronically
  • Accounts need to be kept and managed, and bookkeeping needs to be done.

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Conclusion:ย 

An administrative assistant’s responsibilities are those listed above. When picking a vocation, having knowledge of these obligations will put you ahead of the competition. These will broaden your perspective on your duties in the organisation if you are already one.

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