What does an administrative assistant do?
An administrative assistant is a professional in an office setting who performs a wide range of organisational duties. Administrative assistants work in a wide variety of industries and carry out similar work to secretaries, though they can be assigned to support more than one person at a time. On a day-to-day basis, an administrative assistant completes their tasks promptly to keep everything running smoothly behind the scenes.
Not only do administrative assistants use computers to write letters and emails, schedule appointments and organise catering, but they also make travel arrangements for executives, take meeting minutes and may even negotiate with vendors and manage stockrooms. This essential role is very versatile and forms the backbone of most organisations.
Administrative assistant skills and qualifications
To succeed as an administrative assistant, a candidate should have the following skills and aptitudes:
- Great organisational skills
- Excellent written and verbal communication skills
- Ability to prioritise and an eye for detail
- Good computer and technical skills
- Ability to work independently with minimal supervision
- A proactive approach with good problem-solving skills
Administrative assistant experience requirements
Administrative assistant can be an entry-level role for the right applicant. The willingness to learn and work hard can compensate for a lack of practical experience, providing the candidate has the necessary aptitudes.
However, depending on the nature of the role you’re hiring for and the seniority of the individuals your new administrative assistant is meant to support, you may want to consider hiring someone with previous experience in an administrative role to eliminate the need for on-the-job training and to ensure high accuracy from the outset.
Administrative assistant education and training requirements
Working as an administrative assistant in Australia requires no formal qualifications. However, you may want to look out for candidates who have obtained a relevant Vocational Education and Training qualification, such as the Certificate III in Business (Administration) or the Certificate IV in Business Administration, at TAFE or another registered training organisation. This can make them stronger candidates, as it means that they will have acquired some administration and computer skills and general office know-how.
Administrative assistant salary expectations
According to Indeed Salaries, the average salary for an administrative assistant is $59,853 per year. Notably, universities and some government departments are paying much higher salaries for administrative assistant positions than private entities. The Australian Government Bureau of Meteorology stands out as a particularly well-paying employer for administrative assistants, with salaries of around $86,000 being reported.
Job description samples for similar positions
There are several roles that are similar to that of an administrative assistant. Take a look at the descriptions to see if you need to hire one of these specialists instead of an administrative assistant:
Administrative assistant job description FAQs
Does an administrative assistant have to be office based, or can they work from home?
Most administrative assistants are office based, but the role can also be done virtually. If your administrative assistant will be primarily tasked with making travel arrangements and writing correspondence, you may well consider a home-based assistant. However, most companies will benefit from having their admin assistants on site.
If they are present, they can directly interact with staff and customers and physically visit different departments as needed. This is a lot better for establishing relationships and fostering interpersonal interaction than having your assistant based elsewhere. Managing inventories and stockrooms is also easier when your administrative assistant is present on site.
What is the difference between an administrative assistant and a data entry clerk?
Data entry clerks are hired to process and enter data and don’t usually interact face-to-face with other staff. Administrative assistants, on the other hand, may take phone calls, handle correspondence and make appointments or run errands for managers or executives. In general, administrative assistants perform more secretarial work and often have at least some accounting and or general business skills or qualifications compared to data entry clerks.
What career progression opportunities might an administrative assistant expect?
An entry-level administrative assistant might strive to progress to senior administrative assistant and ultimately office manager to oversee the administration team. After some years of experience in the role, and perhaps getting some business qualifications under their belt, an administrative assistant might go on to become an executive assistant and support a top-ranking executive or director.
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