Administration - Secretary - Assistant - ...
Information storage: Accurate filing of documents, both hard and soft copies, is a crucial administrative duty. This facilitates timely finding and accessing of the documents by the employees or other administrative staff. The same is required when dealing with the client records too.
- Information finding: As an administrative professional, he or she might have to spend hours finding information. This can be in the filing cabinets or online, or in the various folders and databases on the computer or network. This is vital for the effective completion of any project. Compiling, storing, and summarizing the data has to be handled effectively by the administrative professional.
- Responding to phone calls: It is one of the duties all administrative professionals at junior and mid-level should be adept at. When responding to calls, it is vital that he or she understands that they are a representative of the organization and must present a good image of the organisation. Also, he or she should make calls concerning various arrangements regarding meetings. There can be cross-department calls or calls to other businesses and clients.
- Handling emails: Missing emails is easy, and this is why administrative professionals have to keep a keen eye on emails. Prompt and apt replies to suit the nature of the queries are one of the primary roles of administrative professionals.
Other important duties include:
- Taking Minutes during the meetings
- Diary management and arranging appointments
- Making arrangements for meeting rooms and conference halls
- Managing general office affairs (like stores and stationery)
- Booking tickets and organizing travel procedures for the employees
- Taking care of internal and external events
- Taking care of the social media accounts of the company is also a new addition to the list of responsibilities of the administrative professionals.
- Assisting in hiring and training new staff
- Maintenance of office equipment like computers, copy machines, etc.
- Maintaining office supplies
- Monitor the production staff
- Coordinating the project deliverables
- Taking care of a few clerical duties as and when required
Types of administrative jobs:
- Administrative executive: A junior-level staff, who takes care of nearly all of the responsibilities listed above. In a few organizations, the HR executives might take care of these responsibilities and play a dual role as well.
- Administrative Sr. executive: He or she will handle more responsibilities and would have more experience in this sector, more than 5 years preferably.
- Administrative Managers: A manager who takes care of the entire administrative activities including ensuring that the office runs smoothly.
What are the skills required for an administrative professional?
- Basic computer skills like MS Office, spreadsheet etc. is as must. This is important to do daily functions of data entry, making presentations and taking care of organizing data. Exposure to CRM is an added advantage.
- Internet skills are essential in all sectors. Knowledge and understanding of how social media works, responding to emails efficiently etc. is needed. A few organizations trust the admin professionals to take care of handling the social media accounts of the company.
- Should possess good reporting skills. An administrative professional should report all activities seamlessly.
- Analysing the process at hand, and effectively managing to meet the goal is vital.
- Keeping things and tasks organized is the major job of the executive who is placed in the administration sector. This helps in keeping abreast with the schedule and filing information at the right hour.
- Prioritizing tasks and meticulously planning meetings and events is a must.
- An eye for detail always helps. When presenting plans or writing emails, it is necessary to stay away from committing errors. This is where the administrative professional needs to be careful, as his or her emails and phone calls are considered the views of the organization.
- Problem-solving skills
- Inventory skills
- Effective verbal and written communication skills
- Knowledge and understanding of office administration procedures
- Telephone skills
- Ability to work as a team player
- Multi-tasking skills
Job titles in the administration sector:
- Administrative Assistant
- Administrative Manager
- Administrative Executive
- Administrative Support Manager
- Administrative Director