Administrative Assistant Career Guide

Sample job description

We’re searching for an administrative assistant with a minimum of one year of experience to help manage our office. The administrative assistant supports the local operation and initiatives of [Your Company Name] with various duties and responsibilities. You may be tasked with new hire onboarding, physical and electronic filing of employee-specific documentation, planning travel for executives, answering inbound calls and routing calls appropriately, and scheduling and attending meetings while keeping notes. Admin assistants need proven experience in Microsoft Word, Excel, and PowerPoint. Strong analytical, problem-solving, basic research, and time management skills are imperative for a successful assistant at [Your Company Name].

Typical duties and responsibilities

• Plan and coordinate meeting arrangements, including travel and lodging
• Organize work and proofread documents
• Maintain and update company website(s)
• Manage calendars for meetings and detail these meetings to staff and directors
• Order and maintain supplies needed for meetings, office staff, and directors
• Answer phone calls; route callers, respond to inquiries, greet visitors, request and provide routine information to walk-ins
• Exposure to confidential information and handle confidential matters

Education and experience

• High school diploma or equivalent 
• Minimum of one year experience in the field

Required skills and qualifications

• Exceptional communication skills
• Impeccable attention to detail
• Proficiency using Microsoft Office Word, Excel, and PowerPoint
• Flexibility to cover other departments during fluctuations, vacation coverage, or leave of absence 
• Excellent multitasking and organization skills

Preferred qualifications

• Experience in the field for more than a year
• Experience working in a team setting
• Experience maintaining and updating websites
• Proofreading, editing, and document organization experience
• Customer service experience
• Experience creating infographics, such as diagrams, screenshots, workflows, graphs, etc.

Available certifications and classes

Administrative assistants work in a variety of industries, and there are many ways to stand out from the crowd by taking classes. We recommend joining Udemy or Coursera where you can find classes on many administrative skills. You can also get ahead with unique certifications, including: 

• Professional Administrative Certification of Excellence (PACE) – With PACE, skills such as interpersonal communications, task and project management, computer and internet technology, and management skills are highlighted. PACE can be acquired through an online course through the American Society of Administrative Professionals (ASAP).
• Certified Medical Administrative Assistant (CMAA) – If you desire to work as an administrative assistant in the medical field, obtaining a CMAA will aid in this process. Being CMAA certified allows you to be responsible for assisting medical staff and patients in a hospital or clinic setting by scheduling appointments, patient intake, answering phones, and maintaining databases. A CMAA can be acquired through an online course and exam through the National Healthcareer Association (NHA).
• Certified Informational Technology Professional (CITP) – If you want to further your career in the ever-growing technology field, being CITP certified will help. CITP is for public accountants and will showcase your ability to provide business insight, knowledge in the technology field, and set you apart from other admin assistants in the field. This is a great certification if you hope to move up in the workplace.