Administrative assistants use computer software to create spreadsheets, compose messages, manage databases, and produce presentations, reports, and documents. They also may negotiate with vendors, buy supplies, manage stockrooms or corporate libraries, and get data from various sources.
What makes an executive assistant an asset isn’t necessarily how many pieces of office equipment or software they can operate. A lot of the value they bring to a business lies in skills that are virtually impossible to teach.One of the most valuable skills is whether the assistant really understands your business and industry. They’ll have to make a number of judgment calls and are charged with the task of protecting your time.
The work of an administrative assistant typically involves the following:
- Maintain paper and electronic filing systems for records and messages
- Route and distribute incoming mail and email
- Answer routine letters and email
- Reply and attach files to incoming messages
- Correct spelling and grammar to ensure accuracy
- Operate fax machines, videoconferencing and phone systems, and other office equipment
- Use computers for spreadsheet, word processing, database management, and other applications
- Complete forms in accordance with company procedures