Business dynamics increasingly demand professional staff to fill positions with knowledge and skills in administrative tasks that will contribute to the smooth running of an office or management. To ensure efficient and effective management, anyone wishing to enter this competitive but enjoyable field needs to understand the characteristics of an administrative assistant as a starting point for advancing their professional profile.
What does an administrative assistant do?
They have skills and qualities that allow them to support project development. They possess the ability and motivation for research, a good attitude toward customer service, knowledge of accounting and human talent management, and the ability to handle administrative computer systems.
In other words, they possess the essential characteristics that make them an eligible candidate for a company that requires an administrative or virtual assistant. The above defines the optimal profile of an administrative assistant, framed within the specific concept of a key employee who performs fundamental support tasks aimed at administrative management.
Functions and characteristics of an administrative assistant
Every administrative assistant has defined duties and responsibilities based on their position in the office. These are generally:
- Help with time management.
- Agenda and meeting scheduling.
- Carry out physical correspondence and manage emails.
- Word processing and spreadsheets.
- Handling phone calls, social media calls, and more.
- Drafting of documents.
- Analyze administrative documents
It’s worth noting that administrative assistants and secretaries frequently perform tasks previously reserved for company and organization board members and senior management.
This is, of course, due to the level of trust that higher-ups place in these employees once they believe in their abilities and gain confidence.
Some of the characteristics of an administrative assistant that make them stand out and demonstrate efficient management are:
- Good oral and verbal communicator.
- Have good interpersonal skills.
- Ability to work in a team.
- Organizer and time manager.
- Technological skills, handling of operating systems and standard computer packages.
- Ability to collect and process information.
- Basic knowledge of mathematics.
- Synthesis capacity.
- Know how to work as a team.
Career areas for an administrative assistant
Any company or public institution will prefer an administrative assistant who has completed high school, especially if they are currently studying for a university technical degree or have already graduated.
The areas where they can hold a position are pretty broad, as it is a career independent of the nature and branch of the organization where they wish to work. Of course, it is much easier to find a good job with organizations that understand the importance of meeting the requirements of an administrative assistant on their payroll.
The administrative assistant is a key element in the operational framework of any self-respecting organization. Therefore, their careers can cover many locations; this type of staff member can easily work in a medical office or as a receptionist.
Both the public and private sectors benefit from this professional, as their services will be absolutely necessary and in demand, whether it’s a large company, a government, or a state office.
A profession that is modernizing
The characteristics of an administrative assistant are applicable anytime this type of work is required. For some years now, this profession has been growing in step with technology and new communication methods.
We’re referring to the fact that the virtual assistant profession is gaining ground. Yes, more and more people are taking up this role, which is performed remotely, allowing them to work from the comfort of their homes.
As we’ve already mentioned, this has been happening for a few years. However, with the rise of the pandemic since 2020 and the increase in people needing an income because they cannot commute to their jobs, many administrative professionals, and even those who aren’t professionals but do possess expertise in the field, have dedicated themselves to offering their services as virtual assistants.
These have helped the profession expand its horizons and opportunities even further. However, you should know that although the work of an administrative assistant and a virtual assistant go hand in hand, there will, of course, be certain activities that neither will be asked to take on. To clarify this a bit, here are the characteristics of an administrative assistant in the virtual field :
Functions and characteristics of a virtual administrative assistant
Among the primary and most common tasks of a virtual assistant, we have:
- Write and correct articles and documents of all kinds.
- Manage the agenda of the client for whom you work.
- Confirm, schedule, and manage appointments.
- Conduct searches and investigations as required.
- Answer phone calls.
- Contact people, clients, and other companies.
- Manage emails and, in some cases, social networks.
- Search for suppliers and contact them.
- Place merchandise orders.
- Update and maintain customer, product, or other databases as required.
- Organize documents and invoices in technological tools.
- Plan activities such as meetings, trips, or activities the client must attend.
- Keep the client informed and updated about their daily and weekly activities.
Other functions and characteristics of an administrative assistant that, although not as common, are often requested by many assistants:
- Possess graphic design skills.
- To work as a translator.
- Carry out accounting or tax activities.
- Manage and maintain software.
- You can be the best administrative assistant
- Characteristics of an administrative assistant
If you’re drawn to the business world and want to enter this exciting field, it’s essential to dedicate valuable time to training in the different areas in which an administrative assistant works. This wise decision will allow you to build a professional profile that will make you stand out from others in the job market. You can develop the qualities of an administrative assistant to opt for a better professional future.