Administrative Assistant 101

Administrative Assistant Fundamentals

Due in part to the recession--technology and necessity has amplified the requirements and pace of this change. It's not all bad news though, the truth of the matter is that the recession is providing opportunities to people in certain segments of the business world--administrative assistants are one of them.  AA's are now, and will in the future, be performing roles that middle managers would have done only a year or two ago.  They are acting on behalf of their bosses on a regular basis and have full authority to do so.

Whether you are returning to the workforce after a number of years away or you are new to the administrative side of the business world, there are some great opportunities out there for administrative assistants, especially the new kind of administrative assistants--i.e. those who are skilled, prepared to take on extra responsibility and don't mind taking a risk or two.

This is a 3 Part Course, which will begin covering some very important basics before going on to deal with the importance of training others to fulfill the position. We will then focus on the innovative role which has a place both in the present and future--that of a Virtual Assistant!

This course will open your eyes wider in regards to the choices you have available in an Administrative Assistant career, as well as introduce you to the business sector and the opportunities that now exist in this demanding field.

Could becoming an administrative assistant be a good way for you to enter the corporate world? Yes, it could; but do you know exactly what administrative assistants are and what they do?

Would the role of secretary be more likely to lead to increased authority and responsibility, along with greater possibilities of progression within the organization? No. Let us take it a step at a time, though, commencing with a quick look at the two roles and what they actually cover.

Administrative assistant: The title of administrative assistant can often cause confusion because its meaning is somewhat vague, one that can be applied to a wide variety of positions with varying duties.

An administrative assistant's duties can end up covering all kinds of job functions, ranging from filing, processing correspondence, and dealing with administrative tasks to carrying out a range of minor decision-making activities to free up an executive for more significant duties.

Secretary: A secretary's job by definition is usually more specifically oriented to personal tasks, including incoming and outgoing correspondence for a particular executive or executives. Correspondence refers to the full gamut of both verbal and written communications of all kinds, including internal and external e-mail, hard-copy letters, telephone calls and messages, and other general personally oriented tasks.

Secretaries are assigned a range of clerical duties, such as typing, filing, copying, etc., as well as some basic scheduling tasks. Some are still required to take dictation using shorthand, a dying but valuable craft and one not often utilized these days.

Secretaries are not normally given many decision-making responsibilities or authority to act on behalf of the boss or the employing organization.

General: Although the duties of each role can be blurred at times, this is a generalization of the positions, with the caveat that particular organizations can and do differ in how they use these positions. It is the writer's experience, gained over more than 40 years, that the essential differences involve (1) the level of decision-making authority and duties, and (2) the level of difficulty of tasks that are assigned to any particular individual.

For a multitude of reasons actually, but we need to be more precise than that.

Broadly speaking, administrative assistants are hired to relieve an employer of the minutiae and many tasks associated with office procedures and a variety of other matters that do not require the personal attention of the boss. They also act as liaisons or buffers between supervisors they work for and the remainder of the organization.

A must: Everything you do in your role as an administrative assistant must duplicate as closely as possible the style in which your boss would perform that task if not absorbed in other tasks. In time, the methodology may be changed; but as a new administrative assistant you must start off with this directive in mind: It is a golden rule for new administrative assistants!

What do employers really want?

Following is a list of the qualities that bosses look for in the administrative assistants they choose to hire. This list is culled from years of experience as an administrative assistant and office manager, including experiences hiring and unfortunately firing a number of administrative assistants.

• Consistent punctuality.

• Dependability, even in crises.

• Ability and willingness to learn.

• Willingness to follow instructions.

• Loyalty.

• Ability to keep a confidence.

While it is important that you have a good opinion of yourself, your skills, and talents, it is equally important that you promote yourself with a sense of reality.

Do not skip this analysis. If you are fully aware of any weaknesses, you can allow and even cover for them. As for strengths, you should emphasize them to a prospective employer. Opportunities and "threats" can be viewed in several ways; they may come into your assessment of the job, people, etc. Think about this. Look closely and consider. However, the main focus initially should be your strengths and weaknesses.